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HomeMy WebLinkAbout1963-04-02; Municipal Water District; MinutesMINUTES OF A REGULAR MEETING OF THE BOARD OF DIRECTORS OF CARLSBAD MUNICIPAL WATER DISTRICT KELD ON APRIL 2, 1963, AT 2:OO P.M., AT 2698 STATE STREET, CARLSBAD, CALIFOR The meeting was called to order at 2:00 P.M. by President Kelly with Directors Greek, Maerkle and Phillips aswering roll call. Also present were Acting Manager Kubota, Engineer Short, Legal Counsel Grosse, and Office Secretary. Upon motion of Director Greek, seconded by Director Phillips, and unanimously carried the minutes of the regular meetings of March 5, 1963 and March 19, 1963, adjourned meeting of February 25, 1963, and special meeting of March 13, 1963, were approved as presented. Reports of Engineer: Engineer Short reported that a final inspection was made at the Squires Dam project b Mr. Bill Curtiss and Mr. Maurey Ford of their office last week, along with the Distri staff and officials, and representatives of the State Division of Dams. He explained that during the course of this inspection certain discrepancies between the ampleted work and the plans and specifications were noted, and that it is their understanding that correction of these items by the Contractor will be required before the Notice o Completion of the project will be filed. He then submitted a letter dated April 2, 1 setting forth these items, which he read in full. Director Coe arrived at 2:lO P.M. After discussing the items in detail and the corrections to be made, it was agreed th the Manager should go over the letter with the Contractor and attempt to get the item completed so that the Notice of Completion can be filed. The Engineer presented for the Board's review the plans which have been submitted to additional work which is recommended to be performed when the correction is made on I State for the safety lock mechanism for the emergency plug, and he explained the I the plug seat. The Manager presented for approval an invoice submitted by R. E. Melbourne Company, I for extra work done beyond the scope of the contract, listing clean-up work and retes of the pipeline at $84.00, labor and tractor work for planting, $574.50, restoration Wilcox pit, $32.00, and work around the Chlorination Station and road area, $117.00, for a total invoice amount of $1,296.50, which included a charge of $89.00 for cleari a service road around the top of the dam. After discussion, upon motion by Director Greek, seconded by Director Maerkle, and unanimously carried, it was moved that payme] be approved for this additional work which the Contractor has requested in the amount of $1296.50. Squires Dam: Sprinkler The Manager-reported that he had obtained a detailed accounting of th, Sys tem original proposal of $2310.85, submitted by Doyce Hedrick for the supplied by Webb Pump and Supply Company total $1,428.70. He explained that Director Maerkle and Phillips have looked into the matter and this is not a price structure th is out of line. After discussion, it was agreed that the Manager should proceed with the installation of the sprinkler system on this basis. Caretaker's The Manager informed the Board that he had checked on the costs invol Residence in building a caretaker's residence at the dam, and basing the estima on a three bedroom house containing 1200 sq. ft., at a cost of $10.00 per sq. ft., with an allowance of $2200.00 for utilities, the project could be develo] for a total of approximately $15,000.00. After discussion, it was decided to wait unl Mr. Jerry Edwards has returned from his vacation and discuss the matter further with I Sewerage The Manager passed copies of the City of Carlsbad's proposed requirements Program and conditions governing the use 6f the Joint Sewage System Facilities and Committee of the City of Carlsbad. Messrs. Irwin Kelly, Graham Kelly, and Herbert Ke: The possibility of a water reclamation program as an alternative was discussed and it decided that the Manager should contact Mr. Paul Ecke and get an expressfbn.. from him to whether he would be interested in taking reclaimed water. sprinkler system for Squires Dam, and of that amount the materials to I reviewed briefly the discusstions held at the meeting with the Sewerage were present for discussion on the sewerage program for Improvement District No. U-7. The Manager explained that it had been suggested that the District send a letter to a1 of the property owners in U-7 and ask them to attend an informal discussion at our ne> meeting. He then presented a draft of a letter extending this invitation which was read in full by Director Coe. After discussing the text of the letter, it was decidec to rewrite the letter and indicate the District will have a counter proposal for to buy capacity rights in the plant and then build the collection lines in U-7, with such a program to based on the same report agreed to by the City, County, and Districl Headquarters The Manager reported that he had talked with Mr. Robert Melvin, the Program architect for the Headquarters Project and he is completing the grouiic work on the plans and will make a progress report at the next meeting of April 16, 1963. An inquiry has been made by Mr. Melvin concerning the possibility having a soils survey for the site as he feels a foundation study is desirable for foc conditions. After discussion, it was the Board's feeling that this would involve an extra cost and that some rough exploratory work should be sufficient and he could makf his best appraisal of the conditions on the information he has. It was agreed that tl Manager and Architect should see if such testing is required under the Federal regula; for the project, and if not, to see if they can reach an agreement on the matter info; The Manager informed the Board that the Architect has agreed to sign an Addendum to tl Contract specifying that he will live up to the time requirements as indicated under . presentation at that time. Director Coe offered the suggestion that the District offc Federal Grant. The Manager reported that he had checked with the Division of Forestry as to any inte: they might have for a fire station at the headquarters site, but it was explained tha. there is very little area that is within the sphere of authority for fire service wes of U. S. Highway 395, and there fore, there is no need for a forestry station in this area. San Marcos County The Manager informed the Board that we are continuing our research Water District of the material with the San Marcos County Water District, He the] reviewed the contents of a letter submitted by the SMCWD, dated March 28, 1963, setting forth a suggested method of settling the accounts and detaile( accounting, listing a balance due the San Marcos County Water District of $328.46, through the end of February, 1963. The Manager explained that we are getting very cll on the figure and the only item to checked are some notes of Paul Swirsky and Don Martinson when they met with Denny Wood, and if it doesn't affect it materially, the amount submitted by San Marcos should be equitable. After discussion, upon motion by Director Phillips, seconded by Director Coe, and unanimously carried, it was moved th the District make this payment on the -amount due the San Marcos County Water District if the Manager has worked out the terms. It was agreed that a letter should also accompany this payment to the effect that the District is desirous of working out an agreement $0 cover these exchange deliveries. General Water Service: The Manager reported a letter has been received from Tops Chemical Company stating th our chlorine price will remain the same until after the expiration date of the contra The Manager presented for the Board's approval a draft of a letter to be forwarded to the District irrigation customers notifying them that the construction and operation privately-owned reservoirs and pumping stations will no longer be required due &o the fact that Squires Dam has been completed and will be in service for the coming irriga season. After discussion, upon motion by Director Maerkle, seconded by Director Gree and unanimously carried, it was moved that the District send this letter out to the irrigation customers. I A report has been received from the Safety Engineer for Insurance Company of North America, the District's insurance carrier, the Manager reported recommending a 6-foot fence with 3 strands of barbed wire be provided at the Santa Fe Tank and Chlorination Station? He briefly reviewed the other reconmendations concerning proper signs ident out property and warning against trespassing, the installation of a shielding device the ladder and the proper procedure on reporting acts of vandalism or mischief. Afte discussion, the Manager was authorized to proceed with obtaining bids on the fencing program and quotations on the signs to be ordered. Squires Dam: The Manager reviewed a letter dated April 9, 1963, submitted by R. E. Melbourne COVE Inc. concerning the final inspection report from Boyle Engineering, and explaining tt corrective steps taken or why the apparent discrepancy exists. The items in questior were discussed as follows: I 1. Concerning the weighting of the emergency plug, Engineer Short, pointed out there is a further provision which stipulates that the Engineer's decisions should be final and conclusive. ... 2. In regard to the construction of the plug seat, Engineer Short explained tha the shop drawings of the seat were submitted to them and showed a different detail than were on the plans, Although they were approved by Boyle Engineer it does not relieve the Contractor of the responsibility to construct accord to the plans. The Engineer agreed to cooperate with the Contractor on this matter and see that this seat gets properly done. 3. The work on the interception ditches has been completed. 4. In order to raise the height of the dam six inches, the Contractor has re-rz it to a height of 0.2 ft. less than final (to allow for surfacing), and a bi has been submitted for the additional work done. 5. In order to comply with this requirement, the Contractor has added a continr berm around the crest of the dam. 6. In regard to the discrepancy in the elevation of the cut-off walls, the Engi stated that he had checked with the State Division of Dams and fhey do not f this slight difference objectionable. 7. In regard to the painting of the bridge and the galvanizing of the bolts, it was agreed that the deck will be creosoted. I 8. As recommended by the Engineer, the access road has been brought back to con to the original plan. ~ Engineer Short left the meeting at 4:45 P.M. After further discussion on the project, it was the Board's decision that the Notice Completion be held off until the modification the emergency plug seat has been comple Chlorination The Manager informed the Board that the 35-day requirement of the Not Station of Completion for the Squires Dam Chlorination Station has been satis and he recommended that the Board authorize the release of the retent payment. After discussion, upon motion by Director Maerkle, seconded by Director Phillips, and unanimously carried, the Board authorized the payment of the retention amount of $2,491.28. The Manager explained that there had been one stop notice but i had been cleared. The Manager presented for approval an invoice submitted by Shelstead Brothers in the amount of $68.82 for extra work on the manholes due to damage by the rains which was considered to be beyond the scope of the contract. After discussion, upon motion by Director Greek, seconded by Director Maerkle, and unanimously carried, it was moved that the Board approve payment in the amount of $68.82 to Shelstead Brothers for extr work on the Chlorination Station. In connection with the same bid, the Manager presented an invoice from McMichael Electric in the amount of $24.21 for electrical services in revising the electrical circuitry to activate the sump pump. After discussion, upon motion by Director Greek, seconded by Director Coe, and unanimously carried, the Board approved payment to McMichael Electric in the amount of $24.21. I Headquarters Mr. Robert Melvin, Architect, was present and submitted for the Board Project approval a check set of the plans for the Headquarters Project and informed them that the structural plans and the specifications are ab 75% complete. He explained that in consideration of soils testing he had checked and there is no specific Federal requirement but that in the event that the conditions were found to be expansive he would not want to be responsible for any extra costs involved in the redesign of footings a cost of replacing same. A proposal was reviewed from the Soils Engineer who h inspected the site offering a soil& survey for a total cost of $195.00. After di ssion, the Board rejected this proposal, and agreed that the Architect should be re ed of any responsibility for the extra cost and a letter to this effect will be pr ed by the Legal Council. The Manager informed the Board that ar ements are being made with the Telephone Company for service at the Headquarte te and also for the installation of a pay telephone on the outside of the build or public use. The Manager was instructed to work wi e Architect in the selection of the type of shop building to be specified in the ana specifications for the project. After discussion, upon motion by Dire Coe, seconded by Director Greek, and unanimously carried, the Board appr ogress Payment No. 1, a total of 45% of thr contract price, in the amount of $2 , to Robert E. Melvin on the Headquarters Project. The Architect informed the Board th final plans and specifications should be approved next week in order to meet ission date for the Federal Grant, and it was decided that this meeting sh journed to Tuesday, April 23, 1963, for this purpose and the completio her agenda items. The Manager requested that reserv e for the Water Agencies meeting to be held with San Marcos County Wa as host agency on April 18, 1963. Upon motion by Director Greek, se ector Phillips, and unanimously carriec the meeting was adjourned to Tues , 1963, at 2:OO P.M. I I h 4dw..4 ) /@ e?c- Secretary of.the Board of Directors I