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HomeMy WebLinkAbout01-06-21 Board Minutes 1 MINUTES OF THE BOARD OF DIRECTORS MEETINGS OF THE OTAY WATER DISTRICT AND OTAY WATER DISTRICT FINANCING AUTHORITY January 6, 2021 1. The meeting was called to order by President Smith at 3:32 p.m. 2. ROLL CALL Directors Present: Croucher, Keyes, Lopez, Robak and Smith Staff Present: General Manager Jose Martinez, General Counsel Dan Shinoff, General Counsel Jeanne Blumenfeld, Chief of Engineering Rod Posada, Chief Financial Officer Joe Beachem, Chief of Administration Adolfo Segura, Chief of Operations Pedro Porras, Asst. Chief of Finance Kevin Koeppen, District Secretary Susan Cruz and others per attached list. 3. PLEDGE OF ALLEGIANCE 4. APPROVAL OF AGENDA President Smith indicated that the Board should have received notification from General Manager Jose Martinez requesting that the board ratify at today’s board meeting his declaration of an emergency action to repair an extensive main break. President Smith stated that he is making a motion to amend the agenda to add the matter (Adopt Resolution No. 4391 to ratify the General Manager’s declaration and continue the emergency action) under item number thirteen (13), General Manager’s Report. He noted, at the time the item is discussed, the board will take any public comments concerning the matter. The motion was seconded by Director Lopez and carried with the following vote: Ayes: Directors Croucher, Keyes, Lopez, Robak and Smith Noes: None Abstain: None Absent: None to approve the agenda with the amendment proposed by President Smith. 5. ADOPT RESOLUTION NO. 4390 COMMENDING MR. MITCHELL THOMPSON FOR NEARLY NINE YEARS OF DEDICATED SERVICE TO THE OTAY WATER DISTRICT AS DIRECTOR OF DIVISION TWO President Smith read Resolution No. 4390 into the record, congratulated former Director Thompson and presented an award recognizing him for nearly nine (9) years of leadership and dedicated service to the District, the community and all of San Diego County. 2 Mr. Thompson indicated that he has learned a lot serving on the board and always felt like he was part of a team. He stated he has great respect for his fellow board members and the staff and will miss being a part of the organization. He thanked everyone and said that he was proud to have served on the District’s board and wished everyone the best. Directors Croucher, Lopez, Keyes, Robak and President Smith made statements, congratulated and thanked former Director Thompson for his service to the District. A motion was made by President Smith, seconded by Director Croucher and carried with the following vote: Ayes: Directors Croucher, Keyes, Lopez, Robak and Smith Noes: None Abstain: None Absent: None to adopt Resolution 4390 commending former Director Mitchell Thompson for nearly nine years of dedicated service to the Otay Water District as Director of division two. 6. APPROVE THE MINUTES OF THE REGULAR MEETING OF NOVEMBER 4, 2020 AND SPECIAL BOARD MEETING OF AUGUST 21, 2020 A motion was made by Director Croucher, seconded by President Smith and carried with the following vote: Ayes: Directors Croucher, Robak and Smith Noes: None Abstain: Directors Keyes and Lopez Absent: None to approve the minutes of the regular board meeting of November 4, 2020 and special board meeting of August 21, 2020. 7. 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. CONSENT CALENDAR 8. 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 Lopez, seconded by Director Robak and carried with the following vote: 3 Ayes: Directors Croucher, Keyes, Lopez, Robak and Smith Noes: None Abstain: None Absent: None to approve the following consent calendar items: a) AWARD A PROFESSIONAL SERVICES AGREEMENT TO COATING SPECIALISTS AND INSPECTION SERVICES, INC. FOR AS-NEEDED COATING INSPECTION SERVICES IN AN AMOUNT NOT-TO-EXCEED $175,000 DURING FISCAL YEARS 2021, 2022, AND 2023 (ENDING JUNE 30, 2023) b) APPROVE THE FINAL CONTRACT CHANGE ORDER NO. 3 TO THE EXISTING CONSTRUCTION CONTRACT WITH LB CIVIL CONSTRUCTION, INC. IN THE REDUCED AMOUNT OF ($174,241.91) FOR THE DICTIONARY HILL WATERLINE REPLACEMENT PROJECT ACTION ITEMS 9. ENGINEERING AND OPERATIONS a) APPROVE THE WATER SUPPLY ASSESSMENT REPORT AND VERIFICATION DATED NOVEMBER 2020 FOR THE CITY OF CHULA VISTA SUNBOW II, PHASE 3 PROJECT, AS REQUIRED BY SENATE BILLS 610 AND 221 Environmental Compliance Specialist Lisa Coburn-Boyd requested that the Board approve the Water Supply Assessment Report and Verification dated November 2020 for the City of Chula Vista Sunbow II, Phase 3 Project, as required by Senate Bills 610 and 221. Please reference Exhibit D to the staff report for details of Ms. Coburn- Boyd’s presentation. Following Ms. Coburn-Boyd’s presentation, the board had no comments or questions. A motion was made by Director Croucher, seconded by President Smith and carried with the following vote: Ayes: Directors Croucher, Keyes, Lopez, Robak and Smith Noes: None Abstain: None Absent: None to approve staff’s recommendation. 10. BOARD a) DISCUSS THE 2021 BOARD MEETING CALENDAR 4 There were no changes to the board meeting calendar. INFORMATIONAL ITEMS 11. FIRST QUARTER OF FISCAL YEAR 2021 CAPITAL IMPROVEMENT PROGRAM REPORT Engineering Manager Michael Long provided an update on the District’s first quarter of Fiscal Year 2021 Capital Improvement Program (CIP). Please reference Attachment C to the staff report for the details of Mr. Long’s presentation. Director Croucher and President Smith requested that staff provide information on how expenditures and the completion of CIP projects relate to one another in terms of productivity. Staff responded to additional questions and comments from the board. 12. REPORT ON IMPACTS OF COVID-19 ON THE DISTRICT’S FISCAL YEAR 2021 BUDGET AND SIX-YEAR PROJECTION Assistant Chief of Finance Kevin Koeppen provided a report on the impacts of COVID- 19 on the District’s FY 2021 budget and six-year projection. Please reference Attachment A (Committee Action) to the staff report for the details of Mr. Koeppen’s presentation. Staff responded to questions and comments from the board. 13. REPORT ON CUSTOMER DELINQUENCIES AND THE DISTRICT’S EFFORTS TO ENCOURAGE CUSTOMERS TO PAY THEIR WATER BILLS DURING THE PANDEMIC Customer Service Manager Andrea Carey presented an update on customer delinquencies and the District’s efforts to encourage customers to pay their water bills during the pandemic. Please reference Attachment A (Committee Action) to the staff report for the details of Ms. Carey’s presentation. It was noted that the agencies, with Sweetwater Authority taking the lead, are looking at legislative action to assist ratepayers with their outstanding bills as Proposition 218 restricts agencies from forgiving outstanding water bills as ratepayers cannot subsidize other ratepayers. The board supported and encouraged staff to continue to work with other agencies to see what they are doing and explore ways in which they can collect delinquent bill payments. Staff responded to additional comments and questions from the board. REPORTS 14. GENERAL MANAGER’S REPORT 5 General Manager Martinez presented information from his report that included the District’s response to the COVID-19 pandemic, new Cal-OSHA 3205 COVID-19 Emergency Regulation, collections and bad debt exposure, fiscal year 2022 budget preparation, FEMA reimbursement application submittal for COVID-19 impacts, 870-2 pump station replacement project, Dictionary Hill water line replacement project, Mexico water deliveries, and SDG&E public safety power shutoff program. Mr. Martinez also discussed the declared emergency on January 3, 2021 for the repair of a ruptured pipeline on Paseo Ladera in Chula Vista. He indicated that in accordance with the District’s Code of Ordinances and Public Contracting Code, the District has added an item to today’s agenda to adopt Resolution No. 4391 to ratify the General Manager’s emergency declaration and to continue the emergency action to repair the pipeline. He introduced Mr. Charles Mederos, Utility Services Manager, who is overseeing the repair who will provide an update on the progress. Mr. Mederos provided a PowerPoint presentation that showed the location of the break on Paseo Ladera, between Telegraph Canyon Road and Givens Street, in Division 4, and the damage to 16-inch PVC pipeline and the pavement. The 16-inch pipeline is a redundant source for the Sharp Chula Vista Hospital and was installed in February 2005. He stated the City of Chula Vista assisted with the initial clean-up and provided additional equipment and labor to remove the debris. As the mainline clean-up progressed, staff concluded that the excavation and amount of work required to continue the repair safely was beyond the capability of the District’s resources. Therefore, the General Manager was asked to declare an emergency and to proceed with critical and necessary repairs in accordance with the District’s Code of Ordinances. It is currently estimated that 500 feet of 16-inch pipeline and 800 feet of asphalt will require replacement. The contractor Cass Arrieta was selected and has begun the repairs. It is expected the repairs will take approximately three weeks. In response to an inquiry from Director Lopez, staff indicated that they could add this area and adjacent pipelines to be to be reviewed in this year’s leak detection program. Staff responded to additional questions and comments from the board. President Smith opened the meeting for public comments. District Secretary Susan Cruz stated that there were no requests from the public to comment on this item. With no public comments or further discussion from the Board, a motion was made by Director Robak, seconded by Director Lopez and carried with the following vote: Ayes: Directors Croucher, Keyes, Lopez, Robak and Smith Noes: None Abstain: None Absent: None Adopt Resolution No. 4391, Resolution of the Board of Directors of the Otay Water District to Ratify the General Manager’s Emergency Declaration and Continue the Emergency Action. A copy of Resolution No. 4391 will be attached to the minutes for today’s meeting. 15. SAN DIEGO COUNTY WATER AUTHORITY UPDATE 6 Director Croucher reported that at the December 10, 2020 CWA Special Board of Directors’ meeting, Senator Jones provided an update on legislative activities and upcoming legislation for 2021. Director Croucher also reported that Mona Rios from the Sweetwater Authority was elected to serve as Vice Chair for CWA. Director Smith added that CWA approved Phase B of the Regional Conveyance System Study at its November 19, 2020 CWA Formal Board of Directors’ meeting. He also provided an update on Metropolitan Water District (MWD), which included MWD’s approval to fund an agreement that would allocate 47.2% of the planning costs for the State’s environmental review of the single-tunnel Bay-Delta project. MWD also approved funding for the Regional Recycled Water Program’s environmental work. 16. DIRECTORS' REPORTS/REQUESTS Directors Croucher, Keyes, Lopez and Robak indicated that they will submit their written report to District Secretary Cruz, which will be attached to the minutes for today’s meeting. 17. PRESIDENT’S REPORT President Smith reported that he attended his normal meetings and that he has submitted a written report to District Secretary Cruz, which will be attached to the minutes for today’s meeting. 18. CLOSED SESSION General Manager Martinez indicated that he did not have anything to report on COVID-19 in closed session and there would be no need to meet in closed session. OTAY WATER DISTRICT FINANCING AUTHORITY 19. NO MATTERS TO DISCUSS There were no items scheduled for discussion for the Otay Water District Financing Authority board. 20. ADJOURNMENT With no further business to come before the Board, President Smith adjourned the meeting at 5:35 p.m. /s/ Tim Smith President ATTEST: /s/ Tita Ramos-Krogman Acting District Secretary