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HomeMy WebLinkAbout1963-04-23; Municipal Water District; MinutesMINUTES OF AN ADJOURNED REGULAR MEETING OF THE BOARD OF DIRECTORS OF THE CARLSBAD MUNICIPAL WATER DISTRICT HELD ON APRIL 23, 1963, AT 2:OO P.M. AT 2698 STATE STREET, CARLSBAD, CALIFORNIA: President Kelly called the meeting to order at 2:05 P.M. with Directors Coe, Greek, Phillips and Maerkle answering roll call. Also present were Acting Manager Kubota, Legal Counsel Grosse, M. Ford, representing Boyle Engineering, and Office Secretary. Reports of Legal Counsel: Lewis Legal Counsel reported a letter has been received from Mr. Jack Crumley, Condemnation Mr. Lewis' Attorney, and they are ready to settle the suit and submitted Suit a figure of $10,000.00, plus the drain line installation and landscaping of the site which they have anticipated at $3,000.00. In regard to the $3,00C stipulated for landscaping, Legal Counsel informed the Board that it was his feeling th: they would perhaps accept a suitable landscaping plan below this amount. After discussi it was agreed that the Legal Counsel will work with the Manager to draw up some type of landscaping plan which could be accomplished for a more realistic figure and submit it t them for their approval. Resolution Legal Counsel read in full a resolution entitled A RESOLUTION OF THE BOARD No. 172 OF DIRECTORS OF THE CARLSBAD MUNICIPAL WATER DISTRICT AUTHORIZING THE THOUSAND DOLLARS ($48,000.00) FROM THE BANK OF AMERICA, NATIONAL TRUST AM> SAVINGS ASSOCIATION, OCEANSIDE BRANCH, AT THE RATE OF TWO AND SIXTY-EIGHT HUNDREDTHS PER CENT (2.68%) PER ANNUM FOR A PERIOD OF FIVE YEARS. (On motion of Director Maerkle, seconded by Director Coe, the said resolution numbered "172" was adopted by the following vote: A PRESIDENT AND TREASURER OF SAID DISTRICT TO BORROW THE SUM OF FORTY.--EIGHT AYES: Directors Kelly, Phillips, Greek, Coe and Maerkle NOES: None ABSENT: None I Telemetering The Manager reviewed the status of the telemetering system and informed tht Sys tem' Board that two proposals have been received from Autocon on the modifying and maintaining of the present system. He explained that since the Distric has elected to have Boyle Engineering look into the proposals for this program that the manufacturers have been working with them, with the District staff assisting whenever possible, and to date there have been calls from four other manufacturers, Minneapolis- Honeywell, Hersey Sparling, Bristol Company, and BIF Industries. After discussion, it was agreed that the Board should take over the matter of selecting a telemetering system and Directors Maerkle and Phillips were appointed as a Committee to work with thc Manager to look into successful operations in other districts. Arrangements will be made to inspect the facilities at the Helix Irrigation District and report back to the Board. Squires Dam: The Manager reported that he had met with R. E. Melbourne and Boyle Engineering's Maure: Ford to try to reconcile the final bid and pay quantities on the Squires Dam project am are checking out all of the mathematics. He then passed copies of a summary sheet for the project and discussed the final computations in detail and informed the Board that the Contractor is still looking over the figures and it is anticipated that we can have a definite figure for the next meeting. He informed the Board that the biscuit valve has been removed and sent down to the foundry to have it redone and should be finished by Friday and could be installed on Saturday, and that he would like very much to see a "Notice of Completion" before this mechanism has been completed as there would be a chance that the notice would then be defective. After discussion, upon motion by Direc Coe, seconded by Director Greek, and unanimously carried, it was moved that the Manager be authorized to file the "Notice of Completion" on the Squires Dam Project at the time that the installation of the biscuit valwe has been completed and is in place. I - The Manager pointed out that based on the figures for extra work over the contract, the would be available for release to Mr. Melbourne the sum of $6,743.69, over the 10% Coe, and unanimously carried, it was moved that payment be authorized in the amount of $6,743.69 to R. E. Melbourne, over the 10% required retention for the project. required retention, After discussion, upon motion by Director Maerkle, seconded by Dir The Board agreed to the suggestion of the Legal Counsel that the District could advance to the Contractor not more than one-half of the 10% retention after fifteen days of the lien period, provided there are no claims up to that point. Chlorination The Manager explained that after the last meeting an error was detected corrected to $2694.60 and the actual check was made out in this amount. Station in the retention amount authorized to Shelstead Brothers and this was After discussion, upon motion by Director Maerkl?, seconded by Director Greek, and un- animously carried, it was moved that the Board ratify the change made in this check to I correct an error. Review of Finances The Manager passed copies of a revised Summary of Financial Positiol I.D. No. 4 for I.D. No. 4, listing budgeted items and expenditures totalling $681,738.99. He explained that the cost for the tiilemetering systeL had been deducted as he felt it would more properly be charged as an I.D. No. 1 facilitJ In reviewing the estimates shown, he pointed out that the funds are running pretty close as additional charges will total $8,000.00 or more, and informed the Board he will try to complete the details for the next meeting. Proposed The possibility of constructing a new road from the Headquarters Site as Access Road a direct access to the dam was discussed,cw.Tthk.,perhaps extracting the of the Fong Group regarding such a project, Headquarters Mr. Robert E. Melvin, Architect was present at this time and submitted t€ Project final plans for the Headquarters Project for the Board's approval. The following matters were discussed and agreed upon: (1) that the electric load anticipated by the building will be 3 phase - 10 horsepower; (2) that the rock for the exterior trim will be specified as "Kelco" rock, or equal, (3) accoustical tile sha; be installed in the Board Room and office, with simulated tile in all other areas, and (4) that a diswasher shall be included as a deductive alternate. The Architect informed the Board that the plans and specifications will be finished for submission to the Housing and Home Finance Agency next Tuesday and it was decided that Director Maerkle will meet with the Architect on Monday and go over the final plans and place the deductive alternates in their proper order. After discussion, upon motion by Director Maerkle, seconded by Director Phillips, and unanimously carried, it was moved that the plans for the Headquarters Project be approved as submitted. d.g. from the dam site. The Manager was instructed to check with represent I Sewerage Program: The Manager presented a draft report of the informal public meeting on the sewerage pro€ which was held in conjunction with the Board meeting on April 16, 1963. Director Greek left the meeting at 4:40 P.M. After discussing the reactions of the property owners to the City of Carlsbad's proposal the Board agreed to ask Boyle Engineering to come up with a proposal for the cost of a water reklamation study for Improvement District No. U-7. The Manager was instructed to inform the City of Carlsbad formally that the property owners in that area have rejec their proposal and the Board is taking it under further study. General Water Service and Operations: In regard to the fencing for the Santa Fe Tank, the Manager explained there is a problen: in locating the fence as the trees are not actually on the District property. After checking the plat, the Board instructed the Manager to locate the fence on the property line and to proceed with obtaining bids - I The Manager reported that in the process of obtaining proposals for the annual inspectic of the steel tank in X.D. No. 2, he learned that the Escondido Mutual Water Company bve their own staff who do this. He called their Manager and his people would be avail to the District on a personal basis to check our tank and instruct our personnel in the maintenance, By mutual consent the Board authorized the Manager to work out such a pro€ Rights The Manager informed the Board the District is getting close to finishing of Way up the rights of way for I .D. No. 2 and I. D. No. 3. A problem has come up Title Company detected a flaw in the legal description. In order to remedy this error, it would require the District to Quitclaim Deed back the original documents as a conditil of getting him to sign a new one. After discussion, upon motion by Director Coe, second! by Director Maerkle, and unanimously carried, it was moved that the District quitclaim the original deed, recorded as ''File No. 184943, Series 3, Book 1962, back to the proper owner and call upon them to sign the new easement document. Flood The Manager reviewed a letter from Senator Jack Schrade in response to the Control District's Resolution opposing current legislation on the formation of a County Program wide Flood Control District. on the easement granted for Line "I" in I. D. No. 2 by A. McReynolds, as the I Insurance A letter from McClellan Insurance, dated April 18, 1963, was reviewed where Program they presented a bond renewal proposal and a quotation for fire and allied date for the Public Employees Honesty Blanket Bond to a common expiration date of other policies (July lst), it was their recommendation that the first billing be made at this time in the amount of $369.71, on July 1, 1964, for the amount of $221.82, and on July 1 1965, for the amount of $147.88. They also brought up the question as to whether covera is specifically afford the Manager, since he is professionally retained, rather than bei "employed" in the usual sense of the word. In order to eliminate any questidn of covera it was their recommendation that the bond be specifically endorsed to provide that Jack Kubota be considered as an employee for the purposes of this bond, at a total three year additional cost of $25.78. After discussion, upon motion by Director Coe, seconded by Director Maerkle, and unanimously carried, it was moved that the District renew the Pub1 Employees Honesty Blanket Bond for the next fifteen months, on the terms as stated, in- cluding the clause for the Manager. With regard to fire and allied insurance for the proposed Headquarters Project, it was their suggestion that the District obtain Builder's Risk Insurance, and that in additior to fire and extended coverage, that vandalism and malicious mischief insurance also be carried. On the basis of the value of the Headquarters Center, the premium for this coverage would amount to $345.90. After discussion, the Board authorized the Manager to proceed with this program and to make arrangements with the insurance carrier to have the policy activated when the contract for the Headquarters Project is awarded. County Ordinance The Manager reviewed another Proposal submitted by County Health Separate Water Director Dr. J. B. Askew on the proposed County ordinance on separate Service water service. Dr. Askew points out that at the Water Agencies MeetiI ordinance is objectionable to or incompatible with the general interests of the water agencies. After discussion, it was the decision of the Board that the Manager should forward an answer to Dr. Askew restating the Board's prior position on the matter, whicl was complete opposition to the proposed ordinance in its present form. Employees The Manager informed the Board that a notice has been received from the Retirement State Employees' Retirement System that the prior service has now been coverages on the new Headquarters Project, In order to bring the renewal I Legal Counsel Jennings offered the opinion that nothing in the draft credited to the District employees. The Manager reviewed a communication from the Public Water Agencies Group of Los Angeles County enlisting the aid of the District in opposing the series of attempts being made by municipal corporations to encroach upon the powers and authorities of water district! This materials will be placed in the Directors' file for review. The Manager calledcthe Board's attention to the new State Water Resources Map received : the Irrigation Districts Association. Additional copies will be ordered €or members of I the Board. Annual The Manager informed the Board that representatives of the firm of Eager and Audit Carroll, Certified Public Accountants, from Pasadena had been over at the City of Carlsbad offices going over the records in anticipation of submitting a pro. posal for their annual audit. At the suggestion of Mr. Greek, they had also visited ah( District's office and talked with Director Coe and went over the books and records in SI detail; after which they indicated they would be submitting a proposal to the District conducting the annual audit. Finances : Upon motion of Director Maerkle, seconded by Director Phillips, and unanimously carried, it was moved that the Board ratify Checks No. 5463 thru Check No. 5505 in the amount of $10,091.44. , Personnel Director Maerkle brought up the subject of hiring an additional employee activities have increased to a point where the Superintendent must go back out during the evening hours to take care of the water regulation. The Manager pointed out that as soon as the Dam is put in operation, it will eliminate some of these problems in regulat and that he feels collectively the District is in pretty good shape. After discussion, the Manager informed the Board that he will get together with the field employees and try to project a program for discussion with the budget planning. The meeting was declared adjourned at 5:45 P. M. to assist in the field operation as it was his observation that the field I $&.A*@( 9 p. &&&- Secretary of the Board of Directors I I . I