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HomeMy WebLinkAbout1971-05-05; Municipal Water District; MinutesMINUTES OF A REGULAR MEETING OF THE BOARD OF DIRECTORS OF CARLSBAD MUNICIPAL WATER DISTRICT HELD ON MAY 5, 1971, AT 2:OO P.M., AT 5780 EL CAMINO REAL, CARLSBAD, CALIFORNIA: The meeting was called to order at 2:OO P.M. by President Maerkle with Directors Carmi chael , Kelly, Palmer and Mac Leod answering roll call. Also present were General Manager Kubota, Legal Counsel Swirsky, Public Relations Consultant Randall Mitchell (2:15 P.M.) and Office Secretary. Mr. Win Priday, Public Works Director for the City of Carlsbad, was a1 so in attendance. Approval of After discussion, upon motion of Director Carmichael, seconded by Mi nu tes Director Palmer, and unanimously carried 3 the minutes of the regular I meeting of Apri 1 21, 1971, were approved as mailed out by the Secretary Committee Reports: City of Carl sbad The Manager reported that the District's Operating Agreement Operating Agreement Committee had a session before noon and reviewed the proposed the full Committee of the District and the City next Thursday morning. Legal Counsel is to give a summation of this report to the Board today, he explained, and subject to their approval and concurrence, the material will be consolidated into a draft report. It will then be distributed to our own Committee people on Monday, after which it will be sent out to the full Committee on Tuesday, and discussed in detail at the Thursday meeti ng . At the request of the Manager, Legal Counsel then gave a summation of the general pres entation of this report and pointed out the principal aspects of the proposed operatin agreement for the District to assume all operations of the City Water Department. Unde this proposal, the District would take over all equipment and stock inventory, and all employees who want to transfer their employment to the District would be permitted to do so. In checking out the field operations, Manager Kubota found no operational proh lem in the operation of the water facilities , and Auditor James Gai ser has found there is no problem from the accounting and billing operations now being handled by the City It is contemplated in the operating agreement that the District's Administration and Operations Center would actually be used as the central facilities for the combined operation. The outstanding bonded indebtedness of the City and the requirements for servicing these ob1 igations have also been evaluated. These would be handled on the basic premise that the City would be guaranteed whatever monies are necessary to meet their requirements for bond redemption, interest and reserves. Basic financial data furnished by the City indicates that the revenues produced are adequate to meet the demands of the outstanding indebtedness and adequately maintain the system under this type of 1 ease arrangement. In this connection, the District Manager is s til 1 working on a prepayment arrangement to the City so that bond service funds would be avail able to meet their ob1 igations . After further discussion, Legal Counsel informed the Board that the Committee will proceed with the basic approach as outlined here and carry the proposed draft on to the general Commi ttee. Public Relatl'ons Consultant Randall Mitchell arrived at this time, 2:15 P.M. Chamber of It was announced that the regular meeting of the Chamber was cancelled Commerce for the past week. The invoice covering the membership dues for 1971-7; meeting. draft of the operating agreement which will be submitted to I has been received by the District and will be considered later in the I San Di ego County No report. Water Authori ty Pub1 i c Mr. Mitchell passed around the pictures taken at the Water Agencies Relations Association dinner meeting on Friday evening and commented that the meeting came off very we1 1 . Attention was called to the fact that his contract will expire on May 15, 1971, and a letter requesting the Board give consideration to continuing his services was sub- mitted by Mr. Mitchell. After discussion, upon motion of Director Palmer, seconded by Director Kelly, and unanimously carried, it was moved that the Board accept the. offer and continue the contract for two months at which time a 12 month contract will be negotiated with the new fiscal year budget. Legal Counsel : Squires Dam Legal Counsel reported that the Option Agreement on the Dawson prop- Expansion erty was signed in his absence and has been recorded as of April 30, 1971. He explained that under the option the District will et credit for the option payment of $16,851 on the annual payment on the property of 3 36,000. In connection with this Agreement he offered the following recommendations; (1) That the Board move ahead as quickly as possible on a feasibility study of the site. (2) That funds be included in the new budget for the payment in April of 1972 of approxi- mately $17,000 as the balance due on the first annual installment on the purchase of this property. The Manager informed the Board that his office is proceeding on the prel imi nary studies on the site in accordance with the Board's authorization at the last meeting. A basic proposal and time schedule for the project are being prepared and will be submitted to the Board at the next regular meeting. Superi ntenden t I s Report: The Manager informed the Board that Superintendent John Henley is out of town attend- ing a Corrosion Seminar at Pomona until Friday. A short recess was called at 3:06 P.M. and the meeting was resumed at 3:16 P.M. Reporting for the Superintendent, the Manager noted that the District finished the month of April with a production of 696.1 acre feet and an apparent loss of 70 acre feet, or approximately 10%. He pointed out that this is the highest loss the Dis- trict has had for this year and that he had hoped to get the losses down from the middle of the month readings , but it appears we are having problems with our 1 arge irrigation meters a Under the circumstances , he informed the Board, he has decided to remove all construction inspection from the Superintendent so that he can devote full time to meters and operations. Wi th Don Hubbard Contracting almost done on the El Camino Real Pipeline Project, the people in his office will take over the re- mainder of all of the construction work. Because of the substantial water losses over the year, the staff wi 11 be asked to 1 ook over the meter records and water sta- tistics very closely. The District is taking water delivery at ll cfs, he reported, and the Lake elevation is now at 502.0 feet. Accounting Officer: The Financial Reports for the nine months period ending March 32, 1971, were sub- mitted by the Accounting Officer and reviewed and discussed by the Board. General Manager: El Camino Real The Manager reported that Don Hubbard is beginning to wind up Pipeline Project this project to a conclusion, with only one other cut in in- volved$ and this has been scheduled for next Tuesday night in the Madonna Hi 11 s roadway area. Under the contract with Hubbard, there is only mi nor work to be completed and painting and clean-up, the Manager explained. The District has already awarded him three contract extensions, the 1 ast having an ex- piration date of May 17, 1971, and this should be substantial to complete his work by that date-, he pointed out. He informed the Board that he prefers not to give any more extensions of time on the project as it is not justifiable. The Manager presented for approval Progress Payment No. 11, listing gross earnings of 179,777 less retention and all previous payments, for a net amount due of $3,316.00 for work performed thru April 30, 1971. After discussion, upon motion of Director Mac Leod, seconded by Director Palmer, and unanimously carried, the Board approved payment in the amount of $3,316 D 00 to the Don Hubbard Contracting Company for Progress Payment No. 11. El Camino Real The Manager reported that notification has been received from the Highway Project Carlsbad Fire Department regarding their expenses in connection Board that, with their concurrence, the District will go ahead and pay these City ex- pense items which total $315.00, and will collect the claim from the Contractor. Af- ter discussion, upon motion of Director Palmer, seconded by Director Mac Leod, and unanimously carried, it was moved that the District pay the City of Carlsbad the sum Meeting May 5, 1971 -2- I I I with the Suket Coulson damage claim. The Manager informed the ,. of $315.00 to cover their expenses in connection with this claim. The Manager noted that Don Hubbard is also submitting a claim for his work in the amount of $105.00, but it wi 11 go direct to the contractor and the District will not get involved wi th this. La Costa Subdivisions: The Manager reported that La Costa is moving right along with their new Subdivisions, La Costa Meadows No. 3 and La Costa Hills , which are in the area of the District's Reservoir. He informed the Board that Mrs. Simpson is summarizing all of our account- ing programs with La Costa so we can get it to a cash position and transfer it to thes other projects. The District is also in the process of compiling the total costs for the annexation and detachment programs for La Costa and these will a1 so be bi 7 1 ed to them. City of Carlsbad Legal Counsel and the Manager are working on a format on a con- Improvement Project tract between the Water District and the Contractor for the City's Improvement Project to cover the connections involved to the District's main. La Costa The Manager reported that the District has just received word from the Reservoir San Diego Gas and Electric Company that they will permit us to proceed on the basis of our lay-out and are asking that we a1 low them to route their road across the site. A bid on the cost of extending the drain and filling up the can yon area is being obtained by the Manager and will be brought to the Board for approva The Manager pointed out that there should be a letter of intent drawn up between the two agencies to cover this matter. With the approval of the Gas and Electric Company, the Manager will also proceed with the landscaping lay-out and will put the program together. The A. J. Hal 1 Company is moving right along on the next portion of their development for Lot 1 of the La Costa Village Subdivision, the Manager informed the Board. H.D. Development The Manager reported that the District is getting a lot of activit Project down at Sequoia Pacific where 55 acres of the H. D. Development pro ect is going to be developed into a mobile home park. The Distri c staff has had one session with their Engineers 3 Hal 1 and Foreman, and they are coming down again on Friday to go over the project. Other Matters : Tri -Ci ty A meeting of the Tri-City Pipeline Project group was held last Pipeline Project Friday and a draft report has been developed for presentation to connection with this project, the Manager also discussed the matter of the cross ti e connection at Vista Way with the Oceansi de people. It appears that Oceansi de is in- terested in the project and the two agencies will investigate the project when the pl anni ng is started on the bridge structure. It was announced that a meeting of the Special District Committee of LAFCO has been scheduled for this Friday morning at the County offices at which time the tentative Rules and Regulations concerning the latent powers of special districts will be re- viewed. I I the respective Boards and Councils the first meeting in June. In 1 The Manager called the Board's attention to a presentation at the IDA Convention con- cerni ng Director's division boundaries and the one man - one vote rule whi ch i s now before the Courts. Under this system, divisions would be established on the basis of population distribution rather than on the basis of registered voters as is now done. The Manager pointed out that if the District wishes to change the division boundaries before the next election we should get a handle on it and do it now. The Manager brought to the Board's attention a request by Mr. Everett Robertson for thl use of an irrigation meter on a short term basis to irrigate a small bean field. The Manager explained that it was Mr. Robertson's original intenti on to use Richard Lyman': meter which was on the property but that meter was turned over to the District and has been pulled back into District stock. The Manager pointed out that the regular cost for connecting up a 2'' meter runs about $250.00 and he had intended to ask that the Meeting May 5, 1971 -3- Board consider permitting the staff to rent a meter for this irrigation on a short term basis. After discussion, the Manager was authorized to work out a meter pro- gram with Mr. Robertson on a seasonable basis. Rancho Carlsbad The Manager reported that Mr. Priday and he had a long session Mobile Home Park with the Rancho Carlsbad Mobile Home Park people on their water nection at the north end of the project from the District's "C" Line. The City of Carlsbad is also requiring a detector check fire protection system for the park and they are working on this now. In-line Valve All of the materials for the installation of the in-line valve for El Cami no Real the City of Carlsbad have been ordered and plans are being made to I service. As far as the water service, they wi 11 be taking a con- put this in as soon as possible. Pub1 i c President Maerkle suggested that inasmuch as the District has negotiated Re1 ations with Mr. Randall Mitchell to continue his services , perhaps we should the District. Mr. Mitchell submitted several samples of brochures and their costs and asked that the Board give him a guideline for a budget on such a report. The figure of $350.00 was suggested and Mr. Mi tchell indicated that he would come back to the Board with some suggestions and a budget for the preparation of a report. Correspondence and Announcements: The Manager announced that the Water Authority advises that they have tentatively scheduled another tour of the Metropolitan facilities at Park Dam for Friday, Satur- day and Sunday, May 21 , 22, and 23. The Chairman wi 11 work this out for guests. Finances : The Manager presented the following accounts payable for approval : Upon motion of Director Carmi chael , seconded by Director Palmer, and unanimously carried, the Board approved payment of the annual membership dues for the Carlsbad Chamber of Commerce for 1971-72, in the amount of $75.00. Upon motion of Director Carmi chael , seconded by Director Mac Leod, and unanimously carried, the Board approved payment to Paul S. Swi rs ky in the amount of $144.00 for legal services during the month of February, 1971. Upon motion of Director Mac Leod, seconded by Director Palmer, and unanimously carried the Board approved payment to Paul S. Swi rs ky in the amount of $76.50 for extra 1 egal services performed during the month of March, 1971. Upon motion of Director Mac Leod, seconded by Director Palmer, and unanimously carried payment was approved to Jack Y. Kubota, in the amount of $1,407.00 for engineering services during the month of April, 1971. Upon motion of Director Palmer, seconded by Director Carmichael , and unanimously carried, the Board approved payment to Jack Y. Kubota in the amount of $1,521.00 for services of the General Manager's Office during the month of Apri 1 , 2971, and including costs advanced for convention expenses. Ratification Upon motion of Director Palmer, seconded by Director Mac Leod, and of Checks unanimously carried, the Board ratified Checks No. 5453 thru No. 5480, in the amount of $24,540.05, covering the period April 22 , thru May 5, 1971. Investment of Treasurer Kelly reported the following investments: Time Deposit of Inactive Funds $100,000 reinvested for 30 day period at 4%, maturing June 1, 1971; and Time Deposit of $100,000 reinvested for 90 day period at 4% , wit new maturity date of July 22, 1971. After discussion, upon motion of Director Palmer, seconded by Director Mac Leod, and unanimously carried, the Board ratified the action of the Treasurer on these investments. Overtime The Manager called the Board's attention to the fact that the Chairman had uti1 ize his artistic talents and have him prepare an annual report for I I p aY brought to the Staff's attention a Federal requirement that overtime be Meeting May 5, 1971 -4- .. paid on an earned basis. In accordance with this, the overtime pay has been in- cluded in the current checks and the District will now commence to pay the employ- ees for their overtime work on an earned basis. There being no further business to come before the Board at this time the meeting was declared adjourned at 4:40 P.M. I ATTEST : pg,'"- j c/ --.c, /#&4- n LQ -,d &y"of Zard of Directors I I Meeti.ng Nay 5, 1971 -5-