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HomeMy WebLinkAbout1968-11-06; Municipal Water District; MinutesMINUTES OF A REGULAR MEETING OF THE BOARD OF DIRECTORS OF CARLSBAD MUNICIPAL WATER DISTRICT HELD ON NOVEMBER 6, 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 Carmichae: Mac Leod and Palmer answering roll call. Director Kelly was present after 2:11 P.M. Also present were General Manager Kubota, Superintendent Henley, Legal Counsel Swirsl and Office Secretary. Approval of After discussion, upon motion of Director Palmer, seconded by Directo. Minutes Carmichael, and unanimously carried, the minutes of the regular meeti: I of October 16, 1968, were approved with minor corrections as noted. Committee Reports: City of Carlsbad The Manager called attention to recent publicity regarding Water Service negotiations between the City of Escondido and the Rincon del on service areas. He informed the Board that he had had an opportunity to meet with the manager of the Rincon District and was able to secure a copy of the formal contractual agreement between these two agencies which this District might use as background data in our negotiations with the City of Carlsbad. This material will be reproduced and copies will be furnished to each Board Member for their informati01 Director Kelly arrived at this time, 2:11 P.M. Investment Program Treasurer Kelly reported that he had rolled over the $115 ,OOO.( time deposit of I. D. No. 2, Series 3 funds for another 180 da! at 5 5/8%, with a new maturity date of April 21, 1969. After discussion, upon motiol of Director Palmer, seconded by Director Kelly, and unanimously carried, it was moved that the reinvestment of the I. D. No. 2, Series 3 bond funds, in the amount of $115,000.00, on a time deposit of 180 days, be approved. The Manager explained that he had discussed the matter on the $5.00 service charge on the Treasury Bills with Mr. Black at Security Pacific National Bank and it appear: that this charge is applicable when the amount invested is less than the $50,000.00 minimum deposit; however, Mr. Black is checking out the matter and will let us know if this fee can be waived. Personnel Director Carmichael reported that, at the time Mr. Swirsky was retained Committee as the District's Legal Counsel, the Personnel Committee had recommendec agreement has now been prepared and reviewed by individual Board Members and it was his recommendation, on behalf of the Personnel Committee, that the agreement be approved as written. After discussion, upon motion of Director Carmichael, seconded by Director Palmer, and unanimously carried, it was moved that this Agreement be approved and properly signed, with one copy to be retained in the District's files. Legal Counsel: Audit Report Legal Counsel Swirsky reported that the letter of recommendations Recommendations of Mr. James M. Gaiser on the 1967-68 audit have been reviewed follows : (1) The semi-monthly payroll deduction plan has already been taken into effect and was included for the payroll period ending October 15, 1968, before the report was submitted. Diablo Municipal Water District on a joint operating agreement I that there be a written agreement covering the legal services. This and gone through at the staff level and will be complied with as (2) At the time the fencing and landscaping were done at the "B" Pumping Station anc Reservoir in I. D. No. 3, sufficient funds were not available in the I. D. No. L Construction Fund and the expenses for these items-were borne by the General Fund. It was determined that the best way to close this Construction Fund wouk be to authorize the balance of $174.00 for transfer to the General Fund as pay- ment for a portion of this landscaping program. It was the Legal Counsel's recommendation that the Board take appropriate action to authorize this trans- action. After discussion, upon motion of Director Kelly, seconded by Director Palmer, and unanimously carried, it was moved that the balance of the Constructj Funds for I. D. No. 3 be transferred to the General Fund for the landscaping at "B" Reservoir. November 6 , 1968 -1- (3) This recommendation concerning proper invoicing and documents for check disbursements to vendors or contractors is being complied with. (4) In order to eliminate the possibility of processing redeemed coupons which have not been properly cancelled, a procedure has been worked out with the staff so that incoming coupons will be checked closely and, if not mutilated sufficiently, they will be taken to the local bank for cancellation. (5) The creation of a special Sinking Fund in the I.D. No. 3 Bond and Interest e Fund has been discussed with Mr. Gaiser and. the Legal Counsel has further recommended that a savings account be established to accumulate these monies for bonds due in 1991 as a means of identifying these funds and to separate them from the other funds of the District. After discussion, upon motion of Director Mac Leod, seconded by Director Kelly, and unanimously carried, it was moved that the District follow the procedure outlined by the Attorney on the- I. D. N.0. 3 Sinking Fund and that the Staff be authorized to go ahead and estab lish a savings account for this purpose. (6) In order to make sure that certain assets of the District are fully insured, the report from the appraiser for Farmer's Insurance Group will be reviewed by the Attorney and Manager before another appraiser is retained to go over the program. (7) As staff time becomes available, monthly financial statements, including budget comparisons will be prepared for presentation to the Board. (8) The procedure for registration of bonds has been reviewed by the Attorney and it complies exactly with the Government Code. The only item which is being updated is the change in fee from 50C to $LOO per bond. Attorney has also recommended that there be a duplicate copy with information on the bond and registered owner which will remain in the safety deposit box, along with the cancelled coupons. (9) With regard to the matter of overtime pay for the District's employees, Legal Counsel reported that the District is not violating any State Laws but offered no specific recommendation. The matter has been referred to the Personnel Committee and there will be a further report on this item at the next regular meeting. I Audit Legal Counsel called the Board's attention to matter of retaining an 1.968-69 Auditor for the current year. The Board indicated that they were pleased with the services of Mr. Gaiser and wished to consider him for the curren audit. The Manager was instructed to contact Mr. Gaiser and ask that he submit a proposal for the 1968-69 audit. 'I Line "E" and "D-1" Legal Counsel informed the Board tha.t the eas-ments submitted Right 01 Way by Graham Kelly and forwarded to the Title Company did not worked.out and signed by the Secretary, and that appropriate action should be taken by the Board on this matter. After discussion, upon motion of Director Carmichael, seconded by Director Mac Leod, and unanimously carried, it was moved that these easements be accepted and that the signing of the Certificates of Acceptance by the Secretary be approved. The problem of distinguishing the various pipelines in the District which are now listed by letters was discussed and it was suggested that perhaps the District should adopt a nomenclature to help identify the lines in the individual improvement districts. Director Kelly will look into the matter and attempt to come up with some method of naming these lines. Legal Counsel informed the Board that we,are at a slight impasse at the moment on the completion of the Graham Kelly easements for Line "E" and Line "D-1". The Water District has completed its work and is ready to record but the question on the amount of the payment which was raised by Mr. Kelly has not been resolved. AS the matter now stands, the burden has been placed on Mr. Kelly to find where the District has more of an obligation than the $874.00 and document it. Anti-trust Legal Counsel reported that the District has received a check, Pipeline Suit under the pipeline suit, in the amount of $1,456.31 which was the in settlement by United Concrete Pipe and U. S. Industries. have a Certificate of Acceptance and these documents were District's share of the principal and interest on the note given November 6, 1968 - 2- Ebright Contract The file on the Ebright matter has been turned over to the Line D-2 Right of Way District Legal Counsel and he is in the process of reviewin1 the file and will proceed with the preparation of an agree- ment covering the use of the District's easement. La Costa Condominium The easement for the La Costa Condominium No. 3 pipelines No. 3 -- I. D. No. 2 has been returned by the Title Company and has been referred to the General Manager for verification of the legal descrip after which the documents will be returned to the Legal Counsel so that he can go ah1 and obtain to the title policy. Hughes Tool Company The Manager requested permission to do the necessary field wo Right of Way to make sure that the easement submitted by the County is in order for that portion of the Hughes Tool Company Pipeline which is not in a dedicated roadway. The charges for this work will be taken out of the funds which are still on deposit with the District for this pipeline project. After discussion, upon motion of Director Mac Leod, seconded by Director Palmer, and unanimously carried, it was moved that the Manager be authorized to proceed with this work and to hire a survey party, if necessary. Superintendent : La Costa Condominium The pipeline for this unit has been installed and tested, No. 3 Construction the Superintendent reported, and the only thing left to do is the general clean-up and installation of the meter. Paving Project The Superintendent reported that the paving at all the reservoirs Squires Dam has been completed and the Contractor has now started on the pavin for Squires Dam. Operations: Line "E" The Superintendent reported that the repairs on Line "E" have been Leak completed and the line has been backfilled and is now under pressure l and holding. Metering There has been considerable trouble with the 8" x 2" meter at La Costa, Program the Superintendent reported, and the 2" side has now been replaced. It was also discovered that one of the meters in the Terramar Vault, which serves the City, has been malfunctioning and appears to be reading very low. A replacement for this unit is estimated to cost approximately $2,000.00, the Manager informed the Board, and the staff has been looking into the possibility of putting another meter in temporarily and having this meter sent back to the factory for refurbishing. After discussion, upon motion of Director Mac Leod, seconded by Director Kelly, and unanimously carried, it was moved that the District go ahead with the purchase of this 6" meter at a price not to exceed $2,000.00. Emergency It was reported that arrangements have been made with San Marcos Water Service to get a maximum flow of 7 cfs through the District's old line if placed the District on the list for 3 or 4 cfs which should be adequate at this time San Marcos has indicated they will charge about $3.00 per acre foot for chlorination but there will not be a transportation charge, the Manager informed the Board. Manager: Pipeline Projects The District still hasn't been able to track down the butterfly September, the Manager reported, and we are now putting a tracer on it. we need it during the Aqueduct shutdown and the Authority has valve for Point "D" which was supposed to have been shipped in I I.D. No. 2 The Manager reported that they have now completed the soils investigat Reservoir on the La Costa Reservoir site and are in the process of negotiating Project for a borrow area. Work is also moving along on the design of the reservoirs. D-2 Tank The surveying on the site for the D-2 Reservoirs has been completed and Site the firm is moving ahead with the design, the Manager reported. No soil: work is being done at this location as it was already a site. An inspeci has been scheduled by the Project Engineer this Friday on the painting for the D-1 Reservoir. In connection with this project, the Manager requested some reactions from the Board on the possibility of changing the color of the tanks in the District The Board agreed that this matter should be discussed further. November 6, 1968 -3- Stored Water The Manager reported that arrangements have been made with the Water Payment has been made to the Valley Center Municipal Water District for the water used for September from their storage and the District did not use any water for the month of October. Sunnycreek Road ' The water meter has been delivered for the Guy Ward project and Service Area the District is now awaiting word from his Contractor on how they Authority to bring our quota of stored water up to 2,500 acre feet. I want to proceed with this installation. Freeway The contract covering the Freeway water service for the State Highway Service Department has been returned to the District and the Resident Engineer for the State has been notified to let us know when they wish to proceed. Miscellaneous : Several contacts have been made with Boyle Engineering regarding the District's engineering plans and they have promised to bring up this material or the District will make arrangements to pick it up. Delinquent The Manager reported that the payments on the water accounts have been Accounts coming in well since the delinquent list was prepared and the total amount of outstanding accounts at this time is $285.59. The Manager reported that the District has had a contact regarding the possibility of water service to a proposed trailer park on El Camino Real near the Burke's horse ranch, but there is no definite information on this project at this time. The final statistics on the District's water production for the month of October have not been completed at this time, the Manager reported, but a summary and complete breakdown of our metering program will be prepared for the next meeting. Soil samples from the area of the Lbe "E" pipeline leak ahve been sent in to the Authority Laboratory in Escondido in an effort to get some basic data on this area. I Announcements: Notice from the Irrigation Districts Association that the Interim Committee on Municipal and County Government will hold two hearings in November dealing with the operations of the Local Agency Formation Commissions. The Manager will prepare a statement for submission at this hearing in San Diego. Notice regarding the IDA Convention to be held at Anaheim, California, December 3 - 1968. Copies will be forwarded to Directors. Approval of The Manager recommended that the District purchase a reconditione Purchase Orders 3M, 209 Copier from the 3-M Company, at a net cost of $584.75, which includes a trade-in allowance for the old machine of $80.00 and a supply of paper. After discussion, upon motion of Director Palmer, seconded b Director Kelly, and unanimously carried, it was moved that the District accept the machine as recommended by the General Manager and purchase same at the quoted price of $584.75. Special The following invoices were presented by the Manager for approva Accounts Payable (1) Upon motion of Director Carmichael, seconded by Director Mac Leod, and unaminoc carried, the Board approved payment to the San Diego County Water Authority in the amount of $3.66, for expenses in connection with the Filtration Study Group. (2) Upon motion of Director Carmichael, seconded by Director Palmer, and unanimousl carried, payment was approved to Mr. James M. Gaiser in the amount of $1500.00 as hi fee for the annual audit. (3) Upon motion of Director Mac Leod, seconded by Director Kelly, and unanimously carried, the Board approved payment to Jack Y. Kubota in the amount of $975.00 covering services for the month of October, 1968. (4) Upon motion of Director Carmichael, seconded by Director Palmer, and unanimousl carried, the Board approved the follwoing convention expenses: John P. Henley -- $18.66; Donald A. Mac Leod -- $13.00: and Jack Y. Kubota: -- $27.36. Audit The Manager announced that the Auditor, Mr. James M. Gaiser, will be Report attending the next regular meeting for discussion on the current audit. November 6, 1968 -4- I Ratification Upon motion of Director Palmer, seconded by Director Mac Leod, and of Checks unanimously carried, the Board ratified Checks No. 3258 thru No. 328 in the amount of $11,752.29, covering the period of October 17, 1968 thru November 6, 1968, inclusive. Upon proper motion the meeting was declared adjourned at 4:45 P.M. U I _. + "2 ,;j /e" j /' f- , '2 ,tl_,z- _." &--/./~/&+&/* - ?,,.. * I I_ - -I ~ I-I Secretary of the Board of Direckors I I November 6, 1968 -5-