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Home My WebLink About01-04-23 Board Minutes1 MINUTES OF THE BOARD OF DIRECTORS MEETING OF THE OTAY WATER DISTRICT AND OTAY WATER DISTRICT FINANCING AUTHORITY January 4, 2023 1.The meeting was called to order by President Smith at 3:30 p.m. 2.ROLL CALL Directors Present:Croucher, Keyes, Lopez, Robak and Smith Directors Remote:None Staff Present:General Manager Jose Martinez, General Counsel Dan Shinoff attended by Remote, Chief Financial Officer Joe Beachem, Chief of Operations Andrew Jackson, Chief of Engineering Michael Long, Chief of Administration Adolfo Segura, Asst. Chief of Finance Kevin Koeppen, District Secretary Tita Ramos- Krogman and others per attached list. 3.PLEDGE OF ALLEGIANCE 4.PRESENTATION OF RECOGNITION PLAQUE TO BOARD PRESIDENT Vice President Robak presented a recognition plaque on behalf of the Board of Directors and staff to President Smith in recognition of his service to the District as President of the Board in 2022. 5.ELECTION OF BOARD PRESIDENT A motion was made by President Smith, seconded by Director Keyes and carried with the following vote: Ayes: Directors Croucher, Keyes, Lopez, Robak and Smith Noes: None Abstain: None Absent: None to elect Director Mark Robak as President. 6.ELECTION OF VICE PRESIDENT A motion was made by President Smith, seconded by Director Keyes and carried with the following vote: Ayes: Directors Croucher, Keyes, Lopez, Robak and Smith AGENDA ITEM 4 2 Noes: None Abstain: None Absent: None to elect Director Jose Lopez as Vice President. 7. ELECTION OF BOARD TREASURER A motion was made by President Smith, seconded by Director Keyes and carried with the following vote: Ayes: Directors Croucher, Keyes, Lopez, Robak and Smith Noes: None Abstain: None Absent: None to elect Director Ryan Keyes as Treasurer. 8. APPROVAL OF AGENDA A motion was made by Director Croucher, 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. 9. APPROVAL OF THE MINUTES OF THE REGULAR MEETINGS OF OCTOBER 5, 2022 AND NOVEMBER 2, 2022, AND SPECIAL MEETING OF DECEMBER 7, 2022 A motion was made by Director Keyes, seconded by Director Smith and carried with the following vote: Ayes: Directors Croucher, Keyes, Lopez, Robak and Smith Noes: None Abstain: None Absent: None to approve the minutes of the regular meetings of October 5, 2022 and November 2, 2022, and special meeting of December 7, 2022. 10. 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. 3 11. RECESS OTAY WATER DISTRICT BOARD MEETING AND CONVENE THE OTAY WATER DISTRICT FINANCING AUTHORITY BOARD MEETING President Robak recessed the Otay Water District board meeting at 3:45 p.m. and convened the Otay Water District Financing Authority board meeting. 12. ROLL CALL Directors Present: Croucher, Keyes, Lopez, Robak and Smith 13. RE-AFFIRM OFFICERS OF THE OTAY WATER DISTRICT FINANCING AUTHORITY A motion was made by President Robak, seconded by Director Keyes and carried with the following vote: Ayes: Directors Croucher, Keyes, Lopez, Robak and Smith Noes: None Abstain: None Absent: None to elect Director Robak as President, Director Lopez as Vice President, General Manager Martinez as Executive Director, Chief Financial Officer Joe Beachem as Treasurer/Auditor, and District Secretary Tita Ramos-Krogman as Secretary to the Otay Water District Financing Authority. 14. ADJOURN OTAY WATER DISTRICT FINANCING AUTHORITY BOARD MEETING AND RECONVENE THE OTAY WATER DISTRICT BOARD MEETING President Robak adjourned the Otay Water District Financing Authority board meeting at 3:47 p.m. and reconvened the Otay Water District board meeting. CONSENT ITEMS 15. 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) AWARD TWO (2) PROFESSIONAL AS-NEEDED LAND SURVEYING SERVICES CONTRACTS WITH HUNSAKER & ASSOCIATES AND PARADIGM GEOSPATIAL, EACH AGREEMENT IN AN AMOUNT NOT-TO- EXCEED $190,000. THE TOTAL AMOUNT OF THE TWO CONTRACTS WILL NOT EXCEED $190,000 DURING FISCAL YEARS 2023, 2024, AND 2025 (ENDING JUNE 30, 2025) b) AWARD A CONSTRUCTION CONTRACT TO BURTECH PIPELINE, INC. FOR THE CONSTRUCTION OF THE OLYMPIC PARKWAY RECYCLED WATER PIPELINE REPLACEMENT PROJECT IN AN AMOUNT NOT-TO-EXCEED $3,945,035 4 c) APPROVAL TO INCREASE THE CIP p2677 BUDGET BY $800,000 (FROM $1,800,000 TO $2,600,000) FOR THE LA MEDIA/AIRWAY ROAD WATER LINE RELOCATION PROJECT d) APPROVAL TO INCREASE THE CIP P2682 BUDGET BY $350,000 (FROM $300,000 TO $650,000) AND AWARD A CONSTRUCTION CONTRACT TO OT ELECTRICAL FOR THE ADVANCED METERING INFRASTRUCTURE PROJECT IN AN AMOUNT NOT-TO-EXCEED $495,650.00 e) APPROVE THE ADOPTION OF A MITIGATED NEGATIVE DECLARATION FOR THE TRESTLE BRIDGE DEMOLITION PROJECT A motion was made by Director Smith, seconded by Director Keyes 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. ACTION ITEMS 16. BOARD a) DISCUSS THE 2023 BOARD MEETING CALENDAR There were no changes to the board meeting calendar. INFORMATIONAL ITEMS 17. THE FOLLOWING ITEMS ARE PROVIDED TO THE BOARD FOR INFORMATION PURPOSES ONLY. NO ACTION IS REQUIRED ON THE FOLLOWING AGENDA ITEMS: a) FIRST QUARTER FISCAL YEAR 2023 CAPITAL IMPROVEMENT PROGRAM REPORT Engineering Manager Michael Long provided a PowerPoint presentation to the board. He responded to comments and questions from the board. b) DISTRICT’S CONFINED SPACE RESCUE/HAZWOPER TEAM Reclamation Plant Supervisor Damon Newman provided a PowerPoint Presentation to the board. In response to a question from Director Croucher, Mr. Newman stated that the District has conducted joint exercises with CalFire and the Helix Water District in the past. System Operations Manager Jake Vaclavek responded to additional questions from the board. 5 18. GENERAL MANAGER’S REPORT General Manager Martinez presented information from his report that included an update on the District’s new hires, promotions and recruitments. He indicated that Mr. Kevin Cameron was promoted to the Public Services Manager position. Other updates included the District’s Utility Billing Solution, and Digital Government Summit’s Best of California Award. Mr. Martinez noted that on November 1, 2022, the flowmeter at the Tijuana Connection was placed online to monitor the flow and accumulate the volume for the water delivery to Tijuana. 19. SAN DIEGO COUNTY WATER AUTHORITY UPDATE Director Smith encouraged board members to attend CWA board meetings and provided an update of the Carlsbad Desalination Plant. He also indicated that the number of years to serve on the MWD Board changed from a four-year term to a two- year term. Director Croucher provided an update on the proposed Rainbow-Fallbrook Detachment from San Diego County, Lake Hodges project, changes to the Colorado River Board, and his meeting with Imperial Irrigation District staff. 20. DIRECTORS’ REPORTS/REQUESTS Director Smith reported that he attended an 870-2 Pump Station Tour on December 7, 2022 and recommended that staff provide other facility tours in the future. Written reports from Directors Croucher, Keyes, Robak and Smith were submitted to District Secretary Ramos-Krogman, which will be attached to the minutes for today’s meeting. 21. PRESIDENT’S REPORT/REQUESTS President Robak indicated that Director Smith will be leading MWD tours in 2023 and encouraged board members and staff to reach out to him if they would like to attend the tours. President Robak also encouraged board members to share their interest on board assignments that they would like to be assigned to. Director Croucher recommended to invite the Imperial Irrigation District board members to one of Otay Water District’s board meeting. President Robak indicated that he provided his report to District Secretary Tita Ramos- Krogman which will be attached to the minutes of this meeting. 22. CLOSED SESSION The board recessed to closed session at 5:11pm to discuss the following matters: a) DISCUSSION RELATING TO CORONAVIRUS (COVID-19) AND PUBLIC SERVICES [GOVERNMENT CODE §54957] 6 b)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 c)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 RETURN TO OPEN SESSION 23.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 6:06pm and General Counsel Dan Shinoff reported that there were no reportable actions in closed session. OTAY WATER DISTRICT FINANCING AUTHORITY 24.NO MATTERS TO DISCUSS 25.ADJOURNMENT With no further business to come before the Board, President Robak adjourned the meeting at 6:06 p.m. ___________________________________ President ATTEST: District Secretary Pay To: Mark Robak OTA Y WATER DISTRICT BOARD OF DIRECTORS PER-DIEM AND MILEAGE CLAIM FORM Employee Number 7014 From: ITEM DATE 1 12/1/2022 2 12/5/2023 3 12/6/2022 4 12/7/2022 5 12/10/2022 6 12/13/2022 7 12/16/2022 8 12/19/2022 9 12/21/2022 Total Meeting Per Diem: ($158 PER MEETING) Total Mileage Claimed: GM Receipt: MEETING PURPOSE I ISSUES ACW A Fall Conference Conference of California water agencies Otay Water District District Facility Tour & Legal Matters East County Chamber of Government Affairs & Infrastructure Committee Commerce Olay Mesa Chamber Holiday Updates on business issues in area -NOBreakfast CHARGE Otay Water District Holiday Party -NO CHARGE City of Chula Vista Installation of new Mayor and Council Inauguration LAFCO Special District Discussion of regional efficiency matters Advisory Board Ad Hoc Salt Creek Golf Discussion of disposition of property Course Committee East County EDC Monthly Discussion of regional economic matters Meeting $ 1,106 Director Signature �289Miles Date: __,l!t_.__/4_D�l-3,_ rt FOR OFFICE USE: TOTAL MILEAGE REIMBURSEMENT: $ ____ _ Period Covered 12/1/2022 12/31/2022 MILEAGE HOME MILEAGE TOOWDOWDTO OTHER HOME LOCATIONS 0 165 7 0 0 0 0 0 0 0 0 33 0 84 0 0 0 0 7 282 Pay To: Ryan Keyes OT A Y WATER DISTRICT BOARD OF DIRECTORS PER-DIEM AND MILEAGE CLAIM FORM Period Covered: Employee Number: 1896 12-1-22 To: 12-31-22ITEM I 2 3 4 DATE MEETING 12-2-22 ACWA Fall Conference Day 3 12-5-22 EO&WR Committee Meeting 12-7-22 Special Board Meeting 12-11-22 CSDA Course Total Meeting Per Diem: ($158 per meeting) $632 Total Mileage Claimed: 0 PURPOSE / ISSUES MILEAGE DISCUSSED HOMEtoOWD OWDtoHOME ACWA Fall Conference-seminars & - exhibits Monthly Committee Meeting - 870 Pump Station Tour - Tools for Managing Disaster Response & -Recovery - - Miles Date: 1/z.h,,··q I I FOR OFFICE USE: TOTAL MILEAGE REIMBURSEMENT: $ _____ _ INSTRUCTIONS ON REVERSE MILEAGE OTHER LOCATIONS - - - - - Pay To: Jose Lopez OTAY WATER DISTRICT BOARD OF DIRECTORS PER-DIEM AND MILEAGE CLAIM FORM Period Covered: Employee Number: 7010 10/1/22 To: 10/31/22 ITEM DATE MEETING PURPOSE / ISSUES MILEAGE I 2 3 4 5 6 7 8 9 IO 10/05/22 Otay Water District Meeting 10/11/22 Ad Hoc Legal Services Committee I 0/17/22 CPRL&L Committee Mtg. I 0/19/22 Finance & Adm in Committee Meeting 10/23/22 San Diego Regional Chamber of Commerce 10/24/22 San Diego Regional Chamber of Commerce 10/25/22 San Diego Regional Chamber of Commerce 10/26/22 San Diego Regional Chamber of Commerce Total Meeting Per Diem: ($158 per diem) $1,264 Total Mileage Claimed: 57 DISCUSSED HOMEtoOWD OWDtoHOME Monthly Regular Board Meeting 19 Discuss legal service matters from ArtianoShinoff Review and discuss agenda items going to 19 the November 2022 board meeting. Review agenda items going to the 19 November 2022 board meeting 2022 Binational Delegation to Mexico City 2022 Binational Delegation to Mexico City 2022 Binational Delegation to Mexico City 2022 Binational Delegation to Mexico City miles GM Receipt:---_ _ (Director's Signature) Date: t !tz.lzoz3, r, FOR OFFICE USE: TOTAL MILEAGE REIMBURSEMENT: $ _____ _ MILEAGE OTHER LOCATIONS Pay To: Jose Lopez OT A Y WATER DISTRICT BOARD OF DIRECTORS PER-DIEM AND MILEAGE CLAIM FORM Period Covered: Employee Number: 7010 11/1/22 To: 11/30/22 ITEM I 2 3 4 5 DATE MEETING 11/01/22 South County EDC 11/02/22 Otay Water District Meeting 11/15/22 San Diego Chamber of Commerce 11/17/22 California Special Districts Association 11/22/22 Quarterly Directors Meeting Total Meeting Per Diem: ($158 per diem) Total Mileage Claimed: $790 105 PURPOSE / ISSUES MILEAGE MILEAGE DISCUSSED HOMEtoOWO OTHER OWOtoHOME LOCATIONS Monthly meeting 23 Monthly Regular Board Meeting 19 Installation of Directors 22 Monthly Special Districts Dinner Meeting 41 Met with GM Martinez to discuss district updates and matters miles (Director's Signature) GM Receipt: _-Date: _...:..,11-/i.:..;;12..c/-/_7_.!J'l,....:;....a'>'----r 1 FOR OFFICE USE: TOTAL MILEAGE REIMBURSEMENT: $ _____ _ OT A Y WATER DISTRICT BOARD OF DlRECTORS PER-DIEM AND MILEAGE CLAIM FORM Pay To: Jose Lopez Period Covered: Employee Number: 7010 ITEM I 2 DATE MEETING 12/07/22 Otay Water District Special Board Meeting 12/10/22 Otay Water District Holiday Party Total Meeting Per Diem: ($158 per diem) Total Mileage Claimed: $158 19 12/1/22 To: 12/31/22 PURPOSE / ISSUES MILEAGE MILEAGE DISCUSSED HOMEtoOWD OTHER OWDtoHOME LOCATIONS Considered Closed Session item and 19 toured the 870-2 Pump Station Attended annual OWD Holiday Party (NO CHARGE) miles GM Receipt:- (Director's Signature) Date: __ I /4'""/_2+/4_-z_o_-z. .... J�--�, FOR OFFICE USE: TOTAL MILEAGE REIMBURSEMENT: $ _____ _ Employee Number: /�45 OT A Y WATER DISTRICT BOARD OF DIRECTORS EXPENSE CLAIM FORM Period Covered: ITEMIZED REIMBURSEMENT CLAIMED Date Type of Reimbursement ff /1 IP /l7-£""".,,..�Ccv.11M GivcvS -P-<-V'n./ .s C3 �--\<.-b.st- TOTAL Reimbursement Claimed: Director Signature: GM Receipt: INSTRUCTIONS ON REVERSE EXHIBIT D Amount � )Cf ,03 (Director’s Signature) GM Receipt: Date: FOR OFFICE USE: TOTAL MILEAGE REIMBURSEMENT: $ OTAY WATER DISTRICT BOARD OF DIRECTORS PER-DIEM AND MILEAGE CLAIM FORM Pay To: Tim Smith Period Covered: Employee Number: 1845 From: 12/01/22 To: 12/30/22 ITEM DATE MEETING PURPOSE / ISSUES DISCUSSED (Via Teleconference) MILEAGE HOME to OWD OWD to HOME MILEAGE OTHER LOCATIONS 1 12/01/22 ACWA 2022 Fall Conference Attended the Association of California Water Agencies’ Annual Fall Conference - - 2 12/02/22 Agenda Committee Review Met with GM Martinez to discuss committee agenda items for the December 5, 2022, EO&WR Committee meeting - - 3 12/05/22 EO&WR Committee Meeting Monthly committee meeting to discuss/review agenda items going to the November committee meeting 26 - 4 12/07/22 Special Board Meeting Meeting with board members to tour the 870-2 Pump Station in Otay Mesa 26 - 5 12/13/22 CRWUA Annual Conference Attended the Colorado River Water Users Association Annual Conference - - 6 12/14/22 CRWUA Annual Conference Attended the Colorado River Water Users Association Annual Conference - - 7 12/15/22 CRWUA Annual Conference Attended the Colorado River Water Users Association Annual Conference - - 8 12/16/22 CRWUA Annual Conference Attended the Colorado River Water Users Association Annual Conference - - 9 12/17/22 CRWUA Annual Conference Attended the Colorado River Water Users Association Annual Conference (NO CHARGE) - - 10 12/19/22 Ad Hoc Salt Creek Golf Course Committee Meeting Met with Director Robak, GM Martinez, Legal Counsel and staff to discuss the Salt Creek Golf Course Lease and Property Disposition - - 11 12/29/22 Agenda Briefing Meeting Met with GM Martinez and Legal Counsel to discuss agenda items for the January 4, 2023, board meeting - - Total Meeting Per Diem: $1,580 ($158 per diem) Total Mileage Claimed: 52 miles