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Home My WebLink About02-01-23 Board Minutes1 MINUTES OF THE BOARD OF DIRECTORS MEETINGS OF THE OTAY WATER DISTRICT AND OTAY WATER DISTRICT FINANCING AUTHORITY February 1, 2023 1.The meeting was called to order by President Robak at 3:39 p.m. 2.ROLL CALL Directors Present:Croucher, Keyes, Lopez, Robak and Smith 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. 3.PLEDGE OF ALLEGIANCE 4.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. 5.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 Mr. Barry Willis, Commissioner from the Local Agency Formation Commission (LAFCO), provided his biography to the board and indicated that he is seeking re- election to LAFCO. UCONSENT ITEM 6.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: AGENDA ITEM 4 2 A motion was made by Director Keyes, seconded by Director Lopez carried with the following vote: 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 ENGINEERING SERVICES AGREEMENT TO WOOD RODGERS, INC. FOR DESIGN AND CONSTRUCTION SUPPORT OF THE COTTONWOOD SEWER PUMP STATION REPLACEMENT PROJECT IN AN AMOUNT NOT-TO-EXCEED $577,800.00 b) AWARD A CONTRACT TO MERINO LANDSCAPE, INC. TO UPDATE THE LANDSCAPING IN AND AROUND THE ENTRANCE TO THE ADMINISTRATION BUILDING IN THE AMOUNT OF $190,360 ACTION ITEMS 7. BOARD a) DISCUSS THE 2022 BOARD MEETING CALENDAR There were no changes to the board calendar. UREPORTS 8. GENERAL MANAGER REPORT General Manager Jose Martinez provided his GM Report to the board and noted that on January 9th, water deliveries to Mexico resumed and are scheduled through January and February 2023. The emergency water delivery was requested due to an emergency aqueduct failure in Mexico. Mr. Martinez and System Operations Manager Jake Vaclavek responded to questions from the board with regards to this matter. In response to a question from President Robak regarding Franklin Covey Training, Chief of Administrative Services Adolfo Segura discussed training opportunities for staff. 9. SAN DIEGO COUNTY WATER AUTHORITY UPDATE Director Smith discussed CWA’s process for developing its 2024/25 budget, eight new board members, and a welcome reception for the new MWD Chair Adan Ortega. He also discussed the January 31, 2023 deadline to submit proposals to the US Department of Interior for the Colorado River and indicated that no agreement 3 was made. An update on this matter will be provided in the future. Mr. Smith also shared that there will be a board retreat on February 13th and 14th, and shared information about the Pure Water Project in Southern California. Director Gary Croucher discussed funding concerns to repair Lake Hodges and responded to a question from President Robak with regards to the Santa Fe Irrigation District’s and the San Dieguito Water District’s involvement with Lake Hodges. 10. DIRECTORS' REPORTS/REQUESTS Director Smith provided an update on the MWD Colorado River Tour scheduled for January 27 and 28, 2023. Written reports from Directors Croucher, Keyes, Lopez and Smith were submitted to District Secretary Ramos-Krogman, which will be attached to the minutes for today’s meeting. 11. PRESIDENT’S REPORT President Robak shared that he is now the President of the Water Conservation Garden Authority Board. A written report from President Robak was submitted to District Secretary Ramos- Krogman and will be attached to the minutes for today’s meeting. U UUOTAY WATER DISTRICT FINANCING AUTHORITY 12. NO MATTERS TO DISCUSS There were no items scheduled for discussion for the Otay Water District Financing Authority board. 13. ADJOURNMENT With no further business to come before the Board, President Smith adjourned the meeting at 4:19 p.m. President ATTEST: District Secretary Pay To: Employee Number ITEM DATE 1 1/3/2023 2 1/4/2023 3 1/11/2023 .. 1/13/2023 s 1/17/2023 6 1/18/2023 7 1/24/2023 8 1/25/2023 9 1/25/2023 10 1/26/2023 11 1/27/2023 12 1/29/2023 13 1/31/2023 Total Meeting Per Diem: (SIS8 PER \IF.ETl'.'>G) Total Mileage Claimed: GM Receipt: OTAY WATER DISTRICT BOARD OF DIRECTORS PER-DIEM AND MILEAGE CLAIM FORM Mark Robak 7014 MEETING East County Chamber of Commerce Otay Water District Otay Water District Meeting with Sweetwater & Helix Board Presidents Otay Water District -Finance & Admin Comm. East County EDC Monthly Meeting Water Conservation Garden Otay Water District Sweetwater Authority Board Meeting San Diego County Water Authority MWD Inspection Trip MWD Inspection Trip Water Conservation Garden •, s 1,580 91 From: PURPOSE / ISSUES Government Affairs & Infrastructure Committee Board Meeting Com111it1ee Agenda Briefing Discussed potential strategic opportunities -�O CHARGE Discussion of finance and administration matters Discussion of regional economic matters JPA Board Meeting Board :vteeting Agenda Briefing Meet new directors -XO CHARGE Reception for MWD Chair, Adan Ortega Tour of the Colorado River Aqueduct Tour of the Colorado River Aqueduct -NO CIIARGE Strategic Planning Meeting Director Signature Miles Date: _ FOR OFFICE lJSE: TOTAL MILEAGE REIMBURSEMENT: S ------ Period Covered 1/1/2023 1/31/2023 \IILL\GE 110;\IF. .\IILE.\GK TOOW0OW0TO OTIIER 110.\IE LOC,\ TIO.\S 0 0 7 0 0 0 0 0 7 0 0 20 0 0 0 0 0 0 0 19 0 19 0 19 0 0 14 77 Pay To: Mark Robak Employee Number: 7014 ITEMIZED REIMBURSEMENT CLAIMED (Attach receipts for expenses greater than$ I 0) OTA Y WATER DISTRICT BOARD OF DIRECTORS EXPENSE CLAIM FORM Period Covered: From: 1-1-23Date Type of Reimbursement 1-13-22 Lunch with Sweetwater & Helix Presidents at Mario's Restaurant TOTAL Reimbursement Claimed: Director Signature: Date: GM Approval: Date: EXHIB IT D To: 1-31-23 Amount $28.03 (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: Gary Croucher Period Covered: Employee Number: 7011 From: 01/01/23 To: 01/31/23 ITEM DATE MEETING PURPOSE / ISSUES DISCUSSED (Via Teleconference) MILEAGE HOME to OWD OWD to HOME MILEAGE OTHER LOCATIONS 1 01/04/23 OWD Board Meeting Monthly Board Meeting - - 2 01/24/23 CWA Matters Meeting Met with Director Smith and GM Martinez to discuss CWA matters - - 3 01/25/23 East County Caucus Meeting Discuss East County issues with agencies and CWA - - 4 5 6 7 8 9 Total Meeting Per Diem: $474 ($158 per diem) Total Mileage Claimed: miles Pay To: Ryan Keyes Employee Number 1896 ITEM DATE MEETING 1 1/4/2023 OWD Board Mtg 2 1/14/2023 CSDA Class 3 1/16/2023 CSDAClass OT A Y WATER DISTRICT BOARD OF DIRECTORS PER-DIEM AND MILEAGE CLAIM FORM PURPOSE / ISSUES Monthly Board Meeting Fraud Detection & Prevention for Special Districts Period Covered From: 1/1/23---1/31/23 MILEAGE HOME MlLEAGE TOOWDOWD TO OTHER HOME LOCATIONS Reserve Policies for Special Districts: How much is enough? 4 1/17/2023 EO&WR Committee Mtg EO&WR Monthly Committee Mtg. 5 1/21/2023 6 1/29/2023 7 1/31/2023 8 9 10 Total Meeting Per Diem: ($158 PER MEETING) Total Mileage Claimed: GM Receipt: CSDA Class Revenue Enhancements for Special Districts CSDA Class Strategic Planning for Special Districts CSDA Class Winning Federal Grants $ I, 106.00 Director Signature Miles FOR OFFICE USE: TOTAL MILEAGE REIMBURSEMENT: $ ____ _ OTA Y WATER DISTRICT BOARD OF DIRECTORS PER-DIEM AND MILEAGE CLAIM FORM Pay To: Jose Lopez Period Covered: Emplovee Number: 7010 01/1/23 To: 01/31/23ITEM I 2 3 DATE MEETING 01/04/23 Otay Water District Board Meeting 01/12/23 GM Meeting 01/13/23 Chula Vista Chamber of Commerce Meeting Total Meeting Per Diem: ($158 per diem) $316 Total Mileage Claimed:19 PURPOSE / ISSUES MILEAGE MILEAGE DISCUSSED HOME10OWD OTHER OWD10HO�IE LOCATIONS Monthly regular board meeting 19 Met with GM Martinez to discuss District matters First Friday Breakfast Meeting CHARGE miles (Director's Signature) GM Receipt: Date, _FOR OFFICE $______ Pay To: Tim Smith OT A Y WATER DISTRICT BOARD OF DIRECTORS PER-DIEM AND MILEAGE CLAIM FORM Employee Number 1845 From: ITEM DATE I 1/4/2023 2 1/13/2023 3 1/24/2023 4 1/25/2023 5 1/26/2023 6 1/27/2023 7 1/28/2023 8 1/23/2023 9 10 Total Meeting Per Diem: ($158 PER MEETI NG) Total Mileage Claimed: GM Receipt: MEETING PURPOSE / ISSUES OWD Board Meeting Monthly Board Meeting CoWU Prep. Meeting Discuss new year speakers and prepare for February 2023 meeting CWA Matters Discuss CW A Matters with GM Martinez and Director Croucher East County Caucus Dicuss East County issues with agencies and CWA Ortega Dinner Reception Attend Dinner Reception event for incoming Chair Adan Ortega Colorado River Tour Host at Tour of the Colorado River with multiagencies MWD/CW A/Otay Colorado River Tour Host at Tour of the Colorado River with multiagencies MWD/CWA/Otay OC/SD Joint Reception for Attend OC/SD reception for incoming Chair Adan Ortega Adan Ortega $ 1,264.00 Director Signature FOR OFFICE USE: TOTAL MILEAGE REIMBURSEMENT: $ ____ _ Period Covered 1/1/2023 to l/31/2023 MILEAGE HOME MILEAGE TOOWDOWD TO OTHER HOME LOCATIONS 26 0 0 0 0 0 0 44 0 0 0 24 0 24 0 176