Loading...
HomeMy WebLinkAbout1968-01-03; Municipal Water District; MinutesMINUTES OF A REGULAR MEETING OF THE BOARD OF DIRECTORS OF CARLSBAD MTNICIPAL WATER DISTRICT HELD ON JANUARY 3, 1968, AT 2:OO P.M., AT 5780 EL CAMINO REAL, CARLSBAD, CALIFORNIA: President Maerkle called the meeting to order at 2:OO P.M., with Directors Carmichael Palmer, Kelly and Mac Leod answering roll call. Also present were General Manager Kubota, Legal Counsel Grosse, District Auditor James Gaiser, and Office Secretary. I Approval Acceptance of the minutes of the regular meeting of December 20, 1967, of Minutes was deferred until the next regular meeting. District District Auditor James Gaiser appeared before the'Board and reported that Auditing his firm is now performing auditing procedures for the District and have Program been reviewing the minutes, ordinances and the internal control and work authorizing the writing off of three accounts as uncollectible and recommended that consideration be given to turning these accounts over to a collection agency as a fur. follow-up. He informed the Board that the recommendations made by the prior auditor have been reviewed and are in the process of being implemented where it is feasible. programs. He called attention to Board action of September 9, 1967, Committee Reports: Water Service Legal Counsel reviewed a draft of the letter of explanation to the City of Carlsbad City of Carlsbad regarding the District's decision to construct a new metering station at a location west of El Camino R ea1 and Chestnut Avenue. In discussing the text of the letter, two additional points were brought out; (1) That the District intends to keep its meters operative and on that basis plans to assume the costs involved in the installation of the new meter; and (2) That it should be made clear to the City that all future water meters are to be p; for by the City. After further discussion, upon motion of Director Kelly, seconded by Director Mac Leod, and unanimously carried, it was moved that this letter be accepted with those amendments. Mr. Gaiser left the meeting at this time - 2:20 P.M. I. D. No. 2 - Series In regard to the sale of the Series 3 bonds for Improvement 3 Bonds District No. 2, Legal Counsel reported that he had contacted privare investor but he has already committed himself tor the next three months. He informed the Board that the only thing the District can do now is to mail out our notice of intent to sell the bonds. The Manager informed the Board that in the pre- paration of the official statment concerning these bonds, he had run into a problem as to the project costs. In his report on the project, former Engineer Maury Ford, had used a cost figure of $68,000 for a 1.5 m.g. tank whereas contracts awarded by other water agencies in the County for similar projects indicate that the cost will run around 7%~ per gallon for this type of storage. After discussion, the Manager was instructed to go ahead and draft up the statement with the project costs based on the tank for La Costa and the additional tank at "D" Reservoir. Legal Counsel Report: Line D-2 Legal Counsel reported that a meeting has been arranged with Mr. Ebrigl Right of Way for later in the week to go over the entire matter of the D=2 right of Mr. Russell Sheffler to see if he would be interested as a way which lies under the lake on his property. I Line "E" Legal Counsel reported that he spoke to Mr. Graham Kelly regarding the Right of Way easement for the "E" Line and he expects to have all of the signatures by next month. Superintendent's Report: In the absence of Superintendent Henley who is on vacation, the Manager reported on the following items : Elm Avenue The Manager reported that a serious problem occurred in connection with tk Project City of Carlsbad's road work on Elm Avenue at the Valley Street intersecti when their equipment took out to within 12" of the District's main tran- mission line in Valley Street. The District's man was on the project and contacted the Manager and, after considerable discussions with the Contractor and City people, the road has been restored to provide the two feet of cover for the pipeline. The Staff is continuing to keep a close check on the project. OPERATIONS AND MAINTENANCE: The Manager reported that a leak was detected this morning at the intersection of El Camino Real and Palomar Airport Road and a backhoe and operator have been obtained from the Olivenhain Municipal Water District and we are checking the area to determine the origin and repairs neceasary. Arrangements are benng made for the installation of a new meter and serv ice off the Pace-Kelly line to provide water for cattle which are being pastured in the area. I A report has been filed with the Sheriff's Office converning damage to the windows of the Santa Fe chlorination Station which was done by juveniles shooting bb pellets st the area. Manager's Report: I.D. No. 3 The Manager reported that Resolution No. 128 which authorized the issuanc Bonds of the bonds for I. D. No. 3 has been reviewed in detail as to the proper procedure to be followed in calling these bonds. The Trust Officer for th District's Paying Agent, Bank of America, has also been contacted and the procedure has been set up whereby the District will commence publication of the official notice to call these bonds in the financial journals for the proscribed period. Prior to the redemption date of March 1, 1968, the District will place on deposit with Bank of America the funds for redwing these bonds when presented, or in the event blie intere coupons only are presented, the Bank will give notice to the Boad holder that the bond are being called. After discussion, upon motion of Director Kelly, seconded by Direct0 Mac Leod, and unanimously caried, ti was moved that the District cproceed with the calling of these bonds and that the official notice be issued. Local Agency The Manager reported that he is in the proceds of preparing a draft of Formation a report covering the District's policy on water service for the Local Copmmission Agency Formation Commission and it will be submitted for the Boardd's consideration shortly. I Sumnycreek Road A report on the allocation of construction costs for property owenrs Improvement participation in the improvement of Sunnycreek Road was presented by the Manager. Two schedules were submitted listing 4 zones which were set up on the basis of the actual distances of the various properties from the start of the project at El Camino Real. Costs were reviewed as follows: Schedule I (Based on $6,000 Cost) Zone 1 br 300 .OO Zoine 2 6Q0.00 Zone 3 900.00 Zone 4 600.001 Schedule I1 (Based on 10 Ft. Pavement))$6,60Q.00 C Zone 1 $ 400.00 Zone 2 600.00 Zone 3 700.00 Zone 4 800.00 After discussion, the Manager was instructed to continue his negaotiations with the property owners and see which ones are willing to particiapte in the project. Upon motion of Director Carmichael, seconded by Director Kelly, and unanimously carried, it was moved that the Manager be authorized to proceed on the improvement of Sunnycree Road in accordance with his preliminary report. The Manager will develop a preliminary plan for the project based on the actual layout of the existing road and will compile some cost estimates based on the 16 foot roadway and the alternate of 10 feet. I Metering The Manager informed the Board that when the Sup. returns from his vacati Progaam it is planned to start on the metering program and systematically pull in the meters and have them checked and calibrated. At this time the propert owners who have not signed over their meters to the District will be given an opportun to change their minds and go along with the program. Syuires The Manager explained that no action has been taken on the proposal submiteed Dam by William Wahler in the amount of $800.00 for the instrumentation program at Squires Dam and that arrangemens will be made to have Mr. Wahler come down and discuss the matter in detail. The Manager reported that the barley planting on Squires Dam is making good progress and the District has obrained a small diaphragm pump on loan for use in pressuring our system to water the area. After discussion, the Manager was authorized to look into the matter of installing some type of permanent unit for irrigation of the Dam and future landscapting at the caretaker's residence. Meeting January 3, 1968 -2- Board Room In regard to the plans for the modification of the Board Room Modifications conference unit, the Manager reported that the Carlsbad Cabinet Shop has not yet submitted an estimate on the modified plan. Delinquent The Manager reviewed the listing of delinquent accounts and informed the Accounts Board that as of this date there is just over $106.00 outstanding and that also the current billing for the month of November were approved at the last Council meeting and have been received. Agricultural The Manager reported that, following up on her phone call, the City Credit Program Finance Director, Mrs. Thelma Sowell, had directed a letter to the District concerning the agricultural credits due from the San Diego County Water Authority. Due to some errors and delays the credits for the months of August, September and October were held up and should be cleared for the January or February billing. The entire program was reviewed with the Assistant Engineer, Mr. Allan Jones, at the Water Authority and he explained all of the features involved in processing these reports and the fact there is about a three month period required for transmittal and approval of these credits by the Water Authority and Metropolitan Wate District. A letter has been forwarded to the City regarding their credits and an ex- planation of the procedures involved in the program. A schedule has also been set up by the District and the City so that the reports can be processed to coincide with the Authority's transmittal schedule and there will be no delay in obtaining these rebates. Janitorial The Manager reported that we are still watching closely the janitorial Service services and that, rather than making another change at this time, it might be better to go ahead and get by until the next fiscal year when an additional man will be needed in the field and perhaps include the building main- tenance as part of the regular duties. In discussing the District's maintenance program, the need for painting the exterior trim on the Headquarter's Building was brought up and the Manager was instructed to obtain an estimate for this work from a local painting contractor. payment of the City of Carlsbad's billing for the month of October, and 11 11 D Reservoir The maintenance program which was budgeted for the current year at the Painting "D" Reservoir in I. D. No. 2 was also discussed and the Manager explair that he had planned to negotiate for this work in connection with the La Costa tank and the other tank which has been proposed for the "D" Reservoir site. He pointed out that in light of the new cost figures on the La Costa tank, it will be necessary for the District to look over the project costs for the two tanks and do son financial planning. To illustrate the additional costs involved he figured a rough estimate on the project as follows: 1.5 m.g. at 7%~/gal. $ 120,000.00 1.25 m.g. at 7~/gal. 87 , 000.00 $ 207,000.00 I.D. No. 2 Funds 193,000.00 Funds to be advanced $ 14,000.00 The Manager will prepare a simple draft and will show in detail the project plans and estimated costs involved for review at the next meeting. Since there has been a delay in this project, the Manager was authorized to go ahead and see about making arrange- ments for the repairs and painting at "D" Reservoir right away. Correspondence: a. Letter from the State Division of Dam Safety requesting District action on resolu- tion concerning the impounding of water at Squires Dam. Legal Counsel will preparc I this document for adoption at the next regular meeting. b. Letter from the San Diego County Water Aughority to Operating heads of all member agencies regarding filtration program. A meeting has been scheduled for 9:30 A.M. on January 10, 1968 and the Manager indicated that he will plan to attend this meeting as an observor and find out more specifically what is expected of the District if we do participate. Finances : Backhoe In view of the increase in field activities and the costs involved in Purchase equipment rental on line leaks, the Manager was instructed to look into the possibility of purchasing a used backhoe for the District. Special Accounts Payable: Mnntinn Tnn>"vrr 2 10LQ 13 Upon motion of Director Kelly, seconded by Director Mac Leod, and unanimously carried, the Board approved payment of the annual dues for the calendar year 1968 to the Irrigation Districts Association in the amount of $350.00. An invoice in the amount of $1,035.00 was presented by the Manager covering his services for the month of December, 1967. Upon motion of Director Carmichael, seconde by Director Mac Leod, and unanimously carried, the Board approved payment of this invoice to Jack Y. Kubota. Ratification Upon motion of Director Palmer, seconded by Director Kelly, and of Checks unanimously carried, the Board ratified Checks No. 2603 thru No. 2614, thru January 3, 1968. Upon proper motion the meeting was declared adjourned at 5:06 P.M. I in the amount of $1,829.70, covering the period of December 21, 1967 ATTEST : <---.-.--- I.. ',,>,fi yf /,, 'dL.rcJ +-=/&,.e../& / -<- /- Secretary of the Board of Directors I I Meeting January 3, 1968 -4-