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HomeMy WebLinkAbout02-05-20 Board Minutes1 MINUTES OF THE BOARD OF DIRECTORS MEETINGS OF THE OTAY WATER DISTRICT AND OTAY WATER DISTRICT FINANCING AUTHORITY February 5, 2020 1.The meeting was called to order by President Croucher at 3:33 p.m. 2.ROLL CALL Directors Present: Croucher, Gastelum, Robak, Smith and Thompson Staff Present: General Manager Mark Watton, General Counsel Dan Shinoff, Chief of Engineering Rod Posada, Chief Financial Officer Joe Beachem, Chief of Administration Adolfo Segura, Chief of Operations Pedro Porras, Asst. Chief of Engineering Dan Martin, Asst. Chief of Finance Kevin Koeppen, District Secretary Susan Cruz and others per attached list. 3.PLEDGE OF ALLEGIANCE 4.APPROVAL OF AGENDA District Secretary Susan Cruz indicated that Mr. Eric Heidemann, Director of PublicWorks for the City of Poway, would not be able to attend today’s board meeting ashe was involved in an accident on his way to the District. He shared that he was nothurt and apologized that he will be unable to present Item 4, PRESENTATION FROM THE CITY OF POWAY TO EXPRESS THEIR APPRECIATION TO THEOTAY WATER DISTRICT, on the agenda. A motion was made by Director Smith, and seconded by Director Gastelum andcarried with the following vote: Ayes: Directors Croucher, Gastelum, Robak, Smith and Thompson Noes: None Abstain: None Absent: None to approve the agenda. 5.APPROVE THE MINUTES OF THE REGULAR BOARD MEETING OFSEPTEMBER 4, 2019 A motion was made by Director Thompson, and seconded by Director Gastelumand carried with the following vote: 2 Ayes: Directors Croucher, Gastelum, Robak, Smith and Thompson Noes: None Abstain: None Absent: None to approve the minutes of the regular board meeting of September 4, 2019. 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 No one wished to be heard. CONSENT CALENDAR 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 Smith, and seconded by Director Gastelum and carried with the following vote: Ayes: Directors Croucher, Gastelum, Robak, Smith and Thompson Noes: None Abstain: None Absent: None to approve the following consent calendar items: a) REJECT A BID FOR THE CONSTRUCTION OF THE MELROSE AVENUE (CIP P2605) AND OLEANDER AVENUE (CIP P2627) 458/340 PRESSURE REDUCING STATIONS REPLACEMENT PROJECT b) APPROVE AN INCREASE TO THE OVERALL BUDGET OF CIP P2083 (870-2 PUMP STATION REPLACEMENT PROJECT) IN AN AMOUNT NOT-TO-EXCEED $600,000 (FROM $18,950,000 TO $19,550,000); AND, APPROVE CHANGE ORDER NO. 5 TO THE EXISTING CONSTRUCTION CONTRACT WITH PACIFIC HYDROTECH CORPORATION IN AN AMOUNT NOT-TO-EXCEED $95,725 FOR THE 870-2 PUMP STATION REPLACEMENT PROJECT c) APPROVE A SECOND AMENDMENT TO THE EXISTING CONTRACT WITH MICHAEL BAKER INTERNATIONAL, INC. FOR CONSTRUCTION MANAGEMENT AND INSPECTION SERVICES FOR THE 870-2 PUMP STATION PROJECT IN AN AMOUNT NOT-TO-EXCEED $289,222 3 d)APPROVE A SIXTH AMENDMENT WITH CAROLLO ENGINEERS, INC.FOR DESIGN AND CONSTRUCTION SUPPORT OF THE 870-2 PUMP STATION PROJECT IN AN AMOUNT NOT-TO-EXCEED $19,681 e)APPROVE CHANGE ORDER NO. 3 TO THE EXISTING CONSTRUCTIONCONTRACT WITH CASS CONSTRUCTION, INC. DBA CASS ARRIETA INAN AMOUNT NOT-TO-EXCEED $1,998.18 FOR THE VISTA VEREDA AND HIDDEN MESA ROAD WATER LINE REPLACEMENT PROJECT f)APPROVE CHANGE ORDER NO. 7 TO THE EXISTING CONSTRUCTIONCONTRACT WITH WIER CONSTRUCTION CORPORATION IN ANAMOUNT NOT-TO-EXCEED $74,997.24 FOR THE CAMPO ROAD SEWER REPLACEMENT PROJECT g)ADOPT THE 1655-1 RESERVOIR, ACCESS ROAD, AND 12-INCHPIPELINE PROJECT ADDENDUM TO THE 2016 FINAL PROGRAMENVIRONMENTAL IMPACT REPORT FOR THE 2015 WATER FACILITIES MASTER PLAN UPDATE ACTION ITEMS 8.ENGINEERING AND WATER OPERATIONS a)APPROVE THE WATER SUPPLY ASSESSMENT AND VERIFICATIONREPORT DATED DECEMBER 2019 FOR THE COUNTY OF SAN DIEGOOTAY RANCH VILLAGE 14 AND PLANNING AREA 16/19 PROPOSED PROJECT AMENDMENT, AS REQUIRED BY SENATE BILLS 610 AND 221 Environmental Compliance Specialist Lisa Coburn-Boyd indicated that staff is requesting that the Board approve the Water Supply Assessment and Verification Report (WSA&V Report) dated December 2019 for the County of San Diego Otay Ranch Village 14 and Planning Area 16/19 Proposed Project Amendment, as required by Senate Bills (SB) 610 and 221. Please reference the Committee Action notes (Attachment A) attached to the staff report for the details of Ms. Coburn-Boyd’s report. Staff responded to questions and comments from the board. A motion was made by Director Robak, and seconded by Director Gastelum and carried with the following vote: Ayes: Directors Croucher, Gastelum, Robak, Smith and Thompson Noes: None Abstain: None Absent: None to approve staff’s recommendation. 4 9. BOARD a) ADOPT RESOLUTION NO. 4376 REAPPOINTING GARY CROUCHER AS OTAY WATER DISTRICT’S FIRST REPRESENTATIVE ON THE BOARD OF DIRECTORS OF THE SAN DIEGO COUNTY WATER AUTHORITY A motion was made by Director Smith, and seconded by Director Thompson and carried with the following vote: Ayes: Directors Croucher, Gastelum, Robak, Smith and Thompson Noes: None Abstain: None Absent: None to reappoint President Croucher as the District’s first representative on the Board of Directors of the San Diego County Water Authority (CWA). Vice President Robak presented a plaque to President Croucher thanking him for nineteen (19) years of dedicated and tireless service to CWA on behalf of the constituents of the District. Director Croucher thanked the board for their confidence in him to represent the District on CWA’s board. The board recessed for a photo session and reception at 3:50 p.m. and reconvened at 4:03 p.m. b) DISCUSS OF 2020 BOARD MEETING CALENDAR President Croucher indicated that he would be out-of-town the first week in March and the ACWA conference is scheduled to be held in the first week of May (May 5 to 8) and asked the board if they would be open to moving the March board meeting to March 11, 2020 and the May board meeting to May 13, 2020. A motion was made by Director Thompson, and seconded by Director Gastelum and carried with the following vote: Ayes: Directors Croucher, Gastelum, Robak, Smith and Thompson Noes: None Abstain: None Absent: None to move the March 2020 meeting to Wednesday, March 11, 2020 and the May 2020 meeting to Wednesday, May 13, 2020, both at 3:30 p.m. President Croucher also indicated that he was preapproving board members to attend ACWA’s Spring Conference in May 2020. 5 INFORMATIONAL ITEMS 10. THE FOLLOWING ITEMS ARE PROVIDED TO THE BOARD FOR INFORMATIONAL PURPOSES ONLY. NO ACTION IS REQUIRED ON THE FOLLOWING AGENDA ITEMS: a) FIRST QUARTER OF FISCAL YEAR 2020 CAPITAL IMPROVEMENT PROGRAM REPORT Assistant Chief of Engineering Dan Martin provided an update on the District’s first quarter of FY 2020 Capital Improvement Program. He indicated that the FY 2020 budget is divided into 113 projects totaling $17.2 million. The overall expenditures through the first quarter are $5 million which is approximately 29% of the FY 2020 budget. Please reference the Committee Action notes attached to staff’s report (Attachment A) for the details of Mr. Martin’s report. Mr. Martin responded to questions and comments from the board. b) PRESENTATION OF THE DISTRICT’S FIXED AND VARIABLE EXPENSES RELATED TO POTABLE AND RECYCLED WATER Assistant Chief of Finance Kevin Koeppen provided a review of the level of fixed and variable expenses incurred by the District’s potable and recycled water operations. Please reference the Committee Action notes attached to staff’s report (Attachment A) for the details of Mr. Koeppen’s report. Mr. Koeppen responded to questions and comments from the board. REPORTS 11. GENERAL MANAGER’S REPORT General Manager Watton presented information from his report which included an update on the Public Services conference room and lobby enhancements, budget awards, capacity fee study, Rosarito Desalination Plant, sewer manhole overflow on December 24, changes implemented in the Lab, and water sales and purchases. Staff responded to questions and comments from the board. 12. SAN DIEGO COUNTY WATER AUTHORITY UPDATE Director Croucher reported that CWA board member Christy Guerin, is leading the negotiations in the lawsuit with MWD. He stated that he, Ms. Guerin and a delegate from CWA met with MWD and Ms. Guerin presented to MWD’s legal committee CWA’s counteroffer to MWD’s 998 offer. General Manager Sandy Kerl also provided a presentation to MWD’s full board comparing the two offers. MWD’s board had no questions on the counteroffer. He stated in the counteroffer, CWA requested that MWD reply by January 31, 2020 and to date, CWA has not heard 6 from MWD. He stated that CWA will continue to look at options for a positive resolution to the lawsuit. He also shared that CWA’s board visited Imperial Valley on January 30 and met with the State Department of Water Resources, Air Pollution Control District and toured farms and discussed their efforts to implement water conservation/efficiency strategies. He stated the Conveyance Study is continuing and he would request that Mr. Dan Denham of CWA provide an update on the study. Director Smith additionally shared that CWA and MWD are developing longer range IRP Planning (5 years) which would take into account population increases, changes in water use due to conservation, etc. They are at the beginning of the process and it is expected to take a full year. He stated that he suggested that they look at how accurate CWA was in projecting water use 30 years ago at 5 years, 10 years, etc., based on population projections, drought and changes in water use. 13. DIRECTORS' REPORTS/REQUESTS Director Gastelum indicated he did not have anything to report, but he did wish to share that he appreciated the recruitment process for the hiring of a new general manager for the District. He stated that it was a great learning experience for him. Director Thompson reported that he attended the following meetings: • January 6, 2020, Ad Hoc GM Recruitment Committee • January 16, 2020, Otay WD Special Board Meeting to discuss GM Recruitment • January 27, 2020, Otay WD Special Board Meeting to discuss GM Recruitment • January 29, 2020, Otay WD Special Board Meeting to discuss GM Recruitment • January 7, 2020, South County Economic Development Council Board Meeting • January 21, 2020, Council of Water Utilities where the State Governor’s Water Portfolio was presented • January 22, 2020, Otay WD Desalination Project Committee and Finance & Administration Committee • January 28, 2020, Water Conservation Garden JPA (WCG JPA) Board Meeting where he was elected as president of the WCG JPA • January 30, 2020, Friends of the WCG Board of Directors where he was elected as an alternate board member Director Thompson thanked Human Resources Manager Kelli Williamson for all her work on the GM recruitment process. Director Smith reported that he has submitted a written report to District Secretary Cruz which will be attached to the minutes of this meeting. 7 Director Robak reported that he was reelected to the LAFCO Special Districts Advisory Committee. He also reported that through the Border Trade Agreement with Mexico, $3 million has been set aside for the Tijuana sewage overflow issue at the border. He lastly presented to Director Thompson, as the new board president of the WCG JPA, a “purple” (color representing recycled water) painted garden hose holder. He stated that in Florida residential homes are supplied recycled water to irrigate their landscapes. He stated he was the board president of the WCG for many years and water conservation is something that is very important to him. Now that Director Thompson is president of the WCG, he wished to provide him with something that will remind him about conservation and recycled water. 14. PRESIDENT’S REPORT President Croucher’s report of meetings he attended in January 2020 is attached. He stated that he will be presenting at the Mexican American Business and Professional Association meeting on February 12, 2020. He indicated that he will be attending the Association of California Water Agencies Annual Washington DC conference February 26-27, 2020 and the San Diego Regional Chamber of Commerce’s Binational Delegation trip to Mexico City in March. He stated that one of things he has noticed when attending meetings is that many agencies have dress shirts with their agency’s logo embroidered on it. He stated he wanted to work with staff to order a couple of Otay logo dress shirts for directors and key staff members to wear to outside meetings and events. 15. CLOSED SESSION The board recessed to closed session at 4:52 p.m. to discuss the following matter: a) PUBLIC EMPLOYMENT [GOVERNMENT CODE §54957] TITLE: GENERAL MANAGER 16. 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 5:42 p.m. and General Counsel Dan Shinoff reported that the board has determined that they will not proceed with a second round of interviews and have voted unanimously to appoint Mr. Jose Martinez as the new General Manager of the Otay WD subject to contractual negotiations which will be agendized for the next regular board meeting. A separate item will be included on the agenda for the ratification of the contract following negotiations. 8 It was indicated that the board and staff had put a great deal of effort into the recruitment process and the board commended staff for their work in recruiting high quality candidates for the position. OTAY WATER DISTRICT FINANCING AUTHORITY 17. NO MATTERS TO DISCUSS There were no items scheduled for discussion for the Otay Water District Financing Authority board. 18. ADJOURNMENT With no further business to come before the Board, President Thompson adjourned the meeting at 5:49 p.m. ___________________________________ President ATTEST: District Secretary 9 Board of Directors Meetings Attended Form Director Name: Gary Croucher Period Covered: From: 1/1/20 To: 1/31/20 Item No. Date Meeting Attended Description 1. 1/6/20 Ad Hoc GM Recruitment Committee Discussed GM Recruitment 2. 1/8/20 OWD Regular Board Meeting Attended Closed Session to discuss General Manager Recruitment 3. 1/16/20 OWD Special Board Meeting Discussed General Manager Recruitment 4. 1/16/20 Committee Agenda Briefing Meeting (no per diem) Met with General Manager Watton to discuss items that will be presented at the February Board meeting 5. 1/16/20 Interview with Union-Tribune Reporter David Hernandez (no per diem) Interview concerning recycled water and the Sweetwater Authority and OWD Working Group 6. 1/27/20 OWD Special Board Meeting Discussed General Manager Recruitment 7. 1/27/20 CWA Matters Meeting (no per diem) Met with Director Smith and General Manager Watton to discuss CWA matters 8. 1/29/20 OWD Special Board Meeting General Manager Recruitment: Candidate Interviews 9. 1/31/20 Board Agenda Review Meeting Met with General Manager Watton and General Counsel Shinoff to review the February Special and Regular Board Meeting Agendas 10. Director Name: Item Date No. I.1/6/20 2.l/8/20 3.1/16/20 4.1/21/20 5.1/22/20 6.1/22/20 7.l/27/20 8.1/27/20 9.1/29/20 IO. 1/30/20 Board of Directors Meetine;s Attended Form Tim Smith Meetini:; Attended Quarterly Meeting OWD Regular Board Meeting OWD Special Board Meeting EO&WR Committee East County Caucus Meeting Desalination Committee OWD Special Board Meeting CWA Matters Meeting OWD Special Board Meeting Organizational Photo Period Covered: From: 1/1/20 To: ------- Description Reviewed Quarterly Update with GM Monthly Board Meeting Special Board Meeting -GM 1/31/20 Reviewed items that will be presented at the February Board Meeting Discuss East County issues with agencies and CWA Reviewed items regarding Desalination Special Board Meeting -GM Discuss CWA Matters with GM and Director Croucher Special Board Meeting -GM Photo with Otay Water District Employees 10 EXHIBIT B (Director’s Signature) GM Approval: Date: FOR OFFICE USE: TOTAL MILEAGE REIMBURSEMENT: $ OTAY WATER DISTRICT BOARD OF DIRECTORS PER-DIEM AND MILEAGE CLAIM FORM Pay To: Hector Gastelum Period Covered: Employee Number: 1860 From: 1/1/2020 To: 1/31/2020 ITEM DATE MEETING PURPOSE / ISSUES DISCUSSED MILEAGE HOME to OWD OWD to HOME MILEAGE OTHER LOCATIONS 1 1/8 OWD MONTHLY MEETING 18 2 1/15 CSDA: WEBINAR UNDERSTANDING NEW LAWS 3 1/16 OWD SPECIAL MEETING CLOSED SESSION 18 4 1/21 COUNCIL OF WATER UTILITIES BUTCHER SHOP 44 5 1/22 EO&WR COMMITTEE 18 6 1/24 GREATER SAN DIEGO ASSOCIATION OF REALTORS BOARD INSTALLATION LUNCHEON @MARRIOT MARQUIS 32 7 1/25 GREATER SAN DIEGO ASSOCIATION OF REALTORS CIRCLE OF EXCELLENCE @MARRIOT MARQUIS 32 8 1/27 OWD SPECIAL BOARD MEETING FINALIE GM CANDIDATE INTERVIEW QUESTIONS 18 9 1/28 WATER CONSERVATION GARDEN JPA BOARD MEETING 24 10 1/29 OWD SPECIAL BOARD MEETING GM CANDIDATE INTERVIEWS 18 11 90 132 12 222 13 Total Meeting Per Diem: 1520.00 ($152 per meeting) 222 Total Mileage Claimed: miles 11 Mark Robak 7014 From:1/1/2020 1/31/2020 ITEM DATE MEETING PURPOSE / ISSUES MILEAGE HOME TO OWD OWD TO HOME MILEAGE OTHER LOCATIONS 1 1/7/2020 EC Chamber Government Affairs & Infrastructure Land Use Committee Discussion of government and infrastructure issues affecting East County 0 13 2 1/8/2020 OWD Board Meeting OWD Monthly Board Meeting 4 6 3 1/16/2020 OWD Special Board Meeting General Manager Canddidate Review Process 0 12 4 1/16/2020 Water Conservation Garden 3rd Annual Women in Water symposium - No Charge 0 0 5 1/21/2020 COWU Meeting Heard presenatation of Draft Water Resilience Portfolio from Director Nancy Vogel 0 26 6 1/22/2020 Finance & Administration Committee @GavinNewsom 0 12 7 1/27/2020 OWD Special Board Meeting General Manager Canddidate Review Process 0 12 8 1/29/2020 OWD Special Board Meeting General Manager Canddidate Review Process 0 12 4 93 $ 1,064 97 Miles GM Receipt: Date: ___________________ FOR OFFICE USE: TOTAL MILEAGE REIMBURSEMENT: $_____________ Pay To:Period Covered Employee Number Total Mileage Claimed: Director Signature ($152 PER MEETING) Total Meeting Per Diem: OTAY WATER DISTRICT BOARD OF DIRECTORS PER-DIEM AND MILEAGE CLAIM FORM 12