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HomeMy WebLinkAbout06-03-09 Board Minutes 1 MINUTES OF THE BOARD OF DIRECTORS MEETING OF THE OTAY WATER DISTRICT June 3, 2009 1. The meeting was called to order by President Croucher at 3:30 p.m. 2. ROLL CALL Directors Present: Bonilla, Breitfelder, Croucher, Lopez and Robak Staff Present: General Manager Mark Watton, Asst. GM Administration and Finance German Alvarez, Asst. GM Engineering and Water Operations Manny Magana, General Counsel Yuri Calderon, Chief of Information Technology Geoff Stevens, Chief Financial Officer Joe Beachem, Chief of Engineering Rod Posada, Chief of Operations Pedro Porras, Chief of Administration Rom Sarno, District Secretary Susan Cruz and others per attached list. 3. APPROVAL OF AGENDA A motion was made by Director Breitfelder, seconded by Director Lopez and carried with the following vote: Ayes: Directors Bonilla, Breitfelder, Croucher, Lopez and Robak Noes: None Abstain: None Absent: None to approve the agenda. 4. INTRODUCTION OF NEW STAFF General Manager Watton introduced Ms. Tita Jacque Cayetano, the District’s new Assistant Board Secretary. She joins the District from the Local Area Formation Commission. He stated that the District was very happy to have her join the team. 5. PRESENTATION REGARDING THE GLOBAL WATER BRIGADES Mr. JC Guerreiro, Reclamation Plant Operator III, provided a presentation on the Global Water Brigades which is a non-profit organization that he had become involved with while a student at San Diego State University. He stated that the organization has more than 1500 volunteers from 50 universities throughout the United States and provides communities in developing countries with sustainable solutions that improve quality of life. It is the world’s largest student led 2 international development organization and is broken down into two divisions; Health and Development. The Water Brigades was founded in 2008 under the Health division when it was realized that many health issues could be prevented if water quality was improved. It was estimated that: • 1.4 million child deaths occur from diarrhea • 2.2 million people die from water-related illnesses every year • 500,000 deaths occur from malaria He noted that more deaths occur from water borne illnesses than from gun violence and war. He indicated that the Water Brigades selected to work in Honduras because it is the second poorest country in the western hemisphere (Haiti is the poorest, however, it is not safe to send students to their country). Honduras does have a national water and sewer agency, SANAA (Servicio Autonomo Nacional de Acueductos y Alcantarillados). However, they decentralized in 2003 due to the lack of service quality, the economy and damage caused by hurricane Mitch. He stated that SANAA now focuses on Honduras’ big cities and the rural communities are required to handle their own water and sewer services. The rural communities, however, were not trained and this is where the Water Brigades is assisting in training the rural communities to build and maintain their water systems. The SDSU volunteers worked in El Corralito, Honduras and found that the problem was not the quantity of water available, but the quality of the water in their water system. The Water was contaminated in the spring boxes of the water system because the water sits in the boxes for a long time and creates a cesspool which is filled with bacteriological activity. The students traveled the entire El Corralito water system to map it and used a piece of equipment (HACH Pocket Colorimeter) donated by the Otay Water District to analyze the chlorine residuals. Using this equipment, they were able to analyze the system and determine that they were not using enough chlorine in their water system and contaminated water was being delivered to the residents of El Corralito. He thanked the Otay Water District for its donation of a HACH Pocket Colorimeter which is the first piece of equipment to be included in the newly founded water quality analysis program for the Global Water Brigades. He stated that future projects for the Water Brigades includes a meeting with Ms. Diane Bentancor, who manages the Central America region for Water for People and to continue training communities to manage their systems. 6. PRESENTATION OF CHECK FOR THE MONIES RAISED FROM THE WATER AGENCIES STANDARD’S CHARITY GOLF TOURNAMENT Public Services Manager David Charles indicated that four months ago he and his co-Chair, Engineering Manager Ron Ripperger, along with Helix Water District and Padre Dam Municipal Water District decided to organize a golf tournament (Water Agencies Standards Golf Tournament) to strengthen working relationships among the water agencies. In discussions with Mr. JC Guerreiro, it was decided to turn the golf tournament into a charity event with proceeds from 3 the tournament donated to the Water Brigades. Sponsorships were received from both public and private firms raising $3,141 for the Water Brigades. Public Services Manager Charles presented the check to Mr. Guerrreiro who accepted it on behalf of the Water Brigades. As Otay coordinated the event, it was decided that it would retain the trophy for the year. The Water Agencies Standards Golf Tournament trophy was presented to President Croucher who accepted it on behalf of the District. 7. APPROVAL OF THE MINUTES OF THE REGULAR MEETING OF APRIL 1, 2009 A motion was made by Director Breitfelder, seconded by Director Lopez and carried with the following vote: Ayes: Directors Bonilla, Breitfelder, Croucher, Lopez and Robak Noes: None Abstain: None Absent: None to approve the minutes of the regular board meeting of April 1, 2009. 8. 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 wished to be heard. CONSENT CALENDAR 9. 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 Breitfelder, seconded by Director Lopez and carried with the following vote: Ayes: Directors Bonilla, Breitfelder, Croucher, Lopez and Robak Noes: None Abstain: None Absent: None to approve the following consent calendar item: a) ADOPT RESOLUTION NO. 4135 APPROVING THE ANNEXATION TO OTAY WATER DISTRICT’S IMPROVEMENT DISTRICT NO. 18 OF THOSE LANDS DESCRIBED AS “KHAZIN SEWER ANNEXATION” (APN No. 517-111-47-00) 4 ACTION ITEMS 10. ENGINEERING AND WATER OPERATIONS a) APPROVE A CONSTRUCTION CONTRACT TO CCL CONTRACTING, INC. FOR THE JAMACHA ROAD 36-INCH POTABLE WATER PIPELINE AND 12-INCH POTABLE WATER PIPELINE REPLACEMENT PROJECT IN AN AMOUNT NOT-TO-EXCEED $16,189,243 Associate Civil Engineer Bob Kennedy indicated that in 2006 the District entered into an agreement with San Diego County Water Authority (CWA) regarding the implementation of the East County Regional Treated Water Improvement Program (ECRTWIP). He presented a slide showing the alignment of the Jamacha Road 36-inch pipeline which begins at Lexington Avenue and Third Street in El Cajon and travels south to the District’s Regulatory Site. This pipeline will fulfill the requirements of the ECRTWIP agreement and provides an alternate source of locally treated water which reduces the demand to the Skinner Treatment Plant located in Riverside. He stated that another component of this project is the replacement of 12” and 8” pipeline located on Jamacha Road between Hidden Mesa Road and Hillsdale Road. The construction of the pipelines will be primarily through trench and backfill except for a small portion located on the southeasterly portion of Cuyamaca College where it will require 400 feet of micro tunneling. There is also a requirement that the construction within the Caltrans right-of-way on Jamacha Road be done at night. He indicated that staff has prepared a comprehensive public outreach program for the project. It includes a website, hotline and mailings to property owners affected by the construction. He noted that the agreement between CWA and Otay regarding the ECRTWIP included a minimum water purchase guarantee of 10,000 AF/year beginning March 1, 2010. He indicated that the upgrade of Flow Control Facility No. 14. (FCF No. 14) should be completed by July 2009. With CWA’s approval, a temporary connection will be connected to the upgraded FCF No. 14 where Otay proposes to take water from CWA to minimize potential CWA penalties associated with the ECRTWIP Agreement’s minimum water purchase guarantee. The temporary connection will be removed once the 36-inch pipeline is complete. Associate Civil Engineer Kennedy indicated that it was discussed in the Engineering, Operations and Water Resources Committee that staff has estimated with the limited capacity of the La Mesa/Sweetwater Extension and the low demand for the remaining months of the year, that the District would be about 2500 AF short of the agreement to take !0,000 AF for the first year. An estimate of the amount of the penalty is in the range of approximately $350,000. 5 He stated that the project was advertised for bid on the District’s website and several other publications on March 6, 2009. A non-mandatory pre-bid meeting was held on March 24, 2009. He indicated that twelve bids were received and publicly opened on April 23, 2009. He stated that CCL Contracting, Inc. had submitted the lowest bid. He indicated that the project will be funded through CIPs P2009 and P2038 and that they will be sufficient to support the funding of the project. He requested that the board award the construction contract to CCL Contracting, Inc. in an amount not-to-exceed $16,189,243 for the construction of the Jamacha Road project. President Croucher indicated that the Engineering, Operations and Water Resources Committee reviewed this item in detail. He stated that CCL Contracting, Inc. has worked with Helix Water District, CWA and other contractors and they received very positive references. District staff also felt that CCL Contracting, Inc. was a quality company. Staffs’ report was very thorough and extensive and the committee felt confident, however, because this was a large contract, the committee did not feel comfortable moving forward with this item until it was presented to the board as a whole. He indicated that one of the committee’s concerns was the issues that occurred with the previous design contractor and he thanked Lee & Ro, Inc. for there efforts in moving the project forward. He stated that the committee was pleased that the District will have an extensive public outreach program to respond to community concerns and that the District can minimize some of the penalties from CWA by taking water through the La Mesa/Sweetwater connection. Associate Civil Engineer Kennedy introduced Mr. Brian Lusky of CCL Contracting, Inc. Mr. Lusky indicated that he is a Civil Engineer and handles project management, bidding and office work for his firm. His partners, Tom Carmichael and Jim Corbit handle the field work. They are a local firm and have been in business for eight years specializing in building water pipelines and public works projects. Mr. Lusky reviewed their firm’s plan for the construction of the Jamacha Pipeline Project and indicated that they would start with the construction of the 12-inch pvc pipeline in the first part of July for approximately two months. Steel pipe should be delivered in the first week of September and his firm will then start the night work on Brabham Street to Gustavo Street which will take approximately four months. They then will start the work near Cuyamaca College and continue the pipeline back to Brabham Street. Once this is complete, their firm will go back to Gustavo Street and finish the line through the residential neighborhoods to FCF No. 14. A motion was made by Director Bonilla, seconded by Director Breitfelder and carried with the following vote: Ayes: Directors Bonilla, Breitfelder, Croucher, Lopez and Robak Noes: None 6 Abstain: None Absent: None to approve staffs’ recommendation. Communications Officer Armando Buelna reviewed the public outreach plan for the 36-inch pipeline. He stated that staff worked closely with Marston & Marston to develop a proactive community outreach plan. The plan has a number of elements which include a: • Website (JamachaPipeline.com) • 24 hour hotline • Project specific signage • Quarterly Newsletter • Fact Sheets for the community and elected officials • Post cards announcing the beginning of construction • Regular meetings with important stakeholders in the community, such as, the business community, HOA’s, fire emergency responders, etc. He stated that because the pipeline runs close to the Cuyamaca Community College, staff had met with various committees of the college, including the Safety and Facilities Committee, President’s Council, and most recently, the Sustainability Committee. The District was also asked to meet with another college committee later in summer. Staff met with the Valle de Oro Planning Group, the Water Conservation Garden, Rancho San Diego Chamber of Commerce, Spring Valley Citizens Association and the Jamul Dulzura Planning Group. He stated in future, the District plans to continue meeting with the HOA’s, the business community and residents. The plan includes sending information cards to the residents along the alignment at the beginning of the project and when the project is completed. The card will indicate when the construction of the project will commence, that construction will take approximately 16 months to complete, and the hotline number and the website where they can get updated information. He noted that both the hotline and website provide information in both English and Spanish. The purpose of the outreach plan is to provide the surrounding community and various stakeholders the opportunity to have their questions and concerns addressed promptly, to positively increase public knowledge, develop support for the project, and to be a good neighbor and community partner. It was discussed that several hundred homes are located along the pipeline alignment and the largest concern is the construction vehicles’ back-up alarms disturbing the residents during the night work. It is hoped that by providing the community information prior to the construction of the pipeline, the residents will understand the reason for the pipeline and the construction disturbance. It was also discussed that residents can also be added to an email list to receive updates. 7 11. ADMINISTRATIVE AND FINANCE a) REPORT ON DIRECTOR’S EXPENSES FOR THE 3RD QUARTER OF FISCAL YEAR 2009 Finance Supervisor Sean Prendergast presented the directors’ expenses for the 3rd Quarter of Fiscal Year 2009. He indicated that this item was presented to the Finance, Administration and Communications Committee on May 18, 2009. He stated that 3rd Quarter (January 2009 to March 2009) directors’ expenses totaled $16,906.67. He also presented each of the directors’ expenses individually and noted that expenses, fiscal year-to-date (July 2008 to March 2009), totals $31,640.03. He indicated that it is projected that total expenditures for Fiscal Year 2009 will be approximately $40,983 which is based on actual expenses through the 3rd quarter. Finance Supervisor Prendergast also presented a graph showing that directors’ expenses have been reduced over the past 10 years from $103,678.46 in FY 1999 to a projection of $40,983 in FY 2009. 12. BOARD a) DISCUSSION OF 2009 BOARD MEETING CALENDAR There were no changes to the meeting calendar. REPORTS 13. GENERAL MANAGER’S REPORT GENERAL MANAGER’S REPORT: General Manager Watton indicated that the District is working closely with law and fire enforcement and has sent a request to become a member of the Regional 3C’s program for communications and response to disasters. He stated that many agencies are starting to recognize that water is an important aspect to fire and disaster response and the District hopes to become a member of the program. He indicated that the District submitted a comment letter to DWR regarding the draft’s plan which targets a 20% reduction in the State’s urban per capita water use by the year 2020. He stated that the District has some concerns which are noted in the letter (copy is attached to the General Manager’s report). He commended Information Technology Chief Geoff Stevens and GIS Manager Ming Zhao for being invited once again to present at this summer’s ESRI International Conference. He noted that this is one of the largest conferences hosted in San Diego and is attended internationally. 8 General Manager Watton noted that staff has reduced the District’s exposure to the State fund, Local Agency Investment Fund (LAIF). While state law currently prevents the State from borrowing these funds, such legislation could change. As staff did not wish to have this exposure, they have reduced the monies invested in LAIF. It is expected that the State will be out of money in July and there is talk about the state possibly taking tax revenue from special districts. The State Controller, however, is advocating that the State not borrow such monies as it would affect his ability to borrow money in July to fund the State’s payroll. He noted the graph on page eight of his report regarding FY 2009 Potable Water Purchases. He stated that the District’s board took an action to stay at a Drought Alert Level I and while the District reserves the right to come back and reevaluate, the consumption numbers show that the District’s customers are still conserving. Thus, at the moment, no change is needed. SAN DIEGO COUNTY WATER AUTHORITY UPDATE: General Manager Watton indicated that Otay and Sweetwater Authority remained at a Drought Level I Alert and all other agencies declared a Level II Alert at varying degrees. He stated that there was a lot of activity at CWA for fines, fees and penalty rates, however, this seems to have fallen off. He stated that this reinforces the District board’s decision to stay at a Level I Alert. He noted that in a couple months it may change, but at the moment the District is on the right course. He also reported on the Camp Pendleton Desalination Project. He stated that CWA had a workshop and it was requested that staff bring back a more thorough analysis of the water supply expected from the project, cost and the impact on existing facilities. He stated that he would like to see better analysis of the project before getting too far along with the publicity on the project. Director Robak indicated that he has heard that the water supply from the project was reported as approximately 150 MGD. General Manager Watton indicated that there is discussion in sizing it from 50 to 150 MGD. The discussion of the project was initiated by CWA and they approached Camp Pendleton. President Croucher also reported that CWA will have the groundbreaking ceremony for the San Vicente Reservoir in July 2009. He also noted that there are discussions regarding the Bay Delta fix versus desalination and whether both projects can be funded. He stated that the MWD Delegates are focusing on determining their “core values;” what services they should be providing. Should their services be recreational, vouchers/rebates, or purely responding to water issues. He stated that CWA held a legislative forum with Congressman Hunter (Jr.) and he was interested in water issues and asked that the agencies not only bring him the issues, but the solutions to the issues so he may represent them to the legislature. He note that CWA will be holding a couple other legislative 9 forums and he will share the information with the board should they have an interest in attending. 14. DIRECTORS' REPORTS/REQUESTS Director Robak indicated that he attended the Water Conservation Summit yesterday and felt that it was worthwhile. He stated that it was good to see many private sector attendees. He indicated that one of the items they discussed was their new brand and he felt that it was very well thought out. He indicated that if the agencies universally push the new slogan it can be very successful. Director Lopez indicated that he will be attending the AWWA Annual Conference where 13,000 are expected to attend. He stated that he has been receiving a lot of constituent calls regarding the District maintaining its Drought Level I Alert and the District’s budget. He indicted that the comments were mixed, but for the most part, many indicated that they felt that the District was moving in the right direction. Director Bonilla commended Communications Officer Buelna for his good work on media outreach, particularly on the recent Channel 10 coverage of the District. He indicated that he has received calls from constituents supporting the District on its decision to stay at a Level I Alert. He also indicated that he had requested information at the Finance, Administration & Communication Committee regarding the amount of potable and recycled water being utilized to irrigate SR 125. He indicated that the report he received indicates that a lot of potable water is being utilized for the irrigation of SR 125. He stated he would like to agendize for discussion at the next Finance, Administration & Communications Committee what infrastructure/investment is needed to irrigate SR 125 with 100% recycled water as he has received inquiries from his constituents if potable water is being utilized to irrigate the freeways. President Croucher suggested that staff work with Sweetwater Authority to discuss which potable irrigation meters near the Sweetwater Reservoir on SR 125 could possibly be converted to recycled meters. Director Breitfelder thanked President Croucher for appointing him as the District’s representative to the Metro Commission. He stated that he considered the Metro Commission to be an important appointment and he would do his best to represent the board on the commission. He also indicated that he attended the Water Conservation Summit and was gratified that there has been an evolution in the water community that was evident at the summit. He stated that he was pleased to see key players taking lessons from other stakeholders and disciplines and incorporating the idea that people need to be “appealed” to in an emotional way to make changes. He stated a very important component to that change is making the public aware of what is available to create that change and to increase demand for creating conserving landscapes. 15. PRESIDENT’S REPORT 10 President Croucher indicated that he attended the Water Conservation Summit, as well, and was very impressed. He stated that it was very informative and Supervisor Dianne Jacob, CWA Chair Bud Lewis and Helix Water District General Manager Mark Weston had acknowledged at the Summit that Otay Water District was a leader in certain areas of the industry. He also spoke with CWA General Manager Maureen Stapleton and they had discussed that attendance of the Summit will be recommended to new directors with CWA going forward as it is great for educational purposes. He noted that the KUSI/Channel 9 news recently reported that the uppermost reservoir off of the Colorado River was the fullest it has ever been. He indicated, however, the reservoir is actually still only at 54% of capacity and California still has a water shortage issue. He indicated that it is frustrating as the agencies have put a lot of effort and money into educating the public on the water issues and in a one minute media news report, all efforts must start over again. He indicated that he, however, is happy that the District’s customers have heeded the messages and are continuing to conserve. He noted that he felt that the District’s investment in its recycled system is one of the reasons that the District is able to conserve as much potable water as it has. 16. ADJOURNMENT With no further business to come before the Board, President Croucher adjourned the meeting at 4:30 p.m. ___________________________________ President ATTEST: District Secretary