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HomeMy WebLinkAbout1963-11-05; Municipal Water District; MinutesMINUTES OF A REGULAR MF,ETING OF THE CARLSBAD MUNICIPAL WATER DISTRICT HELD ON NOVEMBER 5, 1963, AT 2:OO P.M. AT 2698 STATE STREET, CARLSBAD, CALIFORNIA: The meeting was called to order at 2:03 P.M. by President Kelly with Directors Coe, Grc Maerkle and Phillips answering roll call. Also present were Acting Manager Kubota, Engineer Ford, Legal Counsel Grosse (2:05 P.M.) and Office Secretary. Reports og The Engineer informed the Board that he had talked with C . Oldson , Princij Engineer Engineer for the County of San Diego with respect to the Encinas Canyon concluded that they want to participate with the Municipal Water District in a joint tenture on this line. Headquarters Mr. Ray Betraun of the Betraun Construction Company was present to Project discuss the problem of time of completion of the contract for the explained his position and cited the reasons for delays in the project involving procurement of the laminated beams for the building, the painters' and insulators' strikes, weather and soil conditions, and the drying time for the plastering. Mr. Whland Melton, City Planner, arrived at this time, 2:20 P.M. The Manager explained that the primary concern is from the Federal Government and they want the District to invoke the liquidated damages clause and there is the problem of deciding in which areas the Contractor would be entitled to additional time. The Government has indicated they would look favorably on the District granting a given amount of time to finish the project. After further discussion, upon motion by Director Greek, seconded by Director Phillips, and unanimously carried, it was moved that the District extend the time without penaltJ up to November 27, 1963, subject to the approval of the Housing and Home Finance Agency The Manager pointed out that the HHFA representative, Mr. Snyder, has asked that the District retain an amount equal to the $200.00 per day penalty as a retention of the contract and release the amount when the extension has been formally approved. He theT reviewed Progress Payment No. 4, covering work completed during the month of October, 1963, listing gross earnings in the amount of $74,350.00, less retention and previous payments, resulting in net earnings of $11,259.00. After deducting the retention penal of 14 days at $2800.00, he informed the Board there would be available to the Contractc an amount of $8,459.00 as of this time. After discussion, upon motion by Director 1 lateral and, although he did not give him anything official, it is Headquarters Project, which time expired as of October 17, 1963. He I Maerkle, seconded by Director Phillips, and unanimously carried, it was moved that the District pay the Contractor the amount of $8,459.00, which is now due. Reports of Legal Counsel: Sale of Legal Counsel reported on a meeting which was held with the Manager and San Marcos Legal Counsel from San Marcos County Water District and Jack Kubota and Pipeline himself on the matter of the sale of the pipeline to Sa Marcos. He informed 'the Board that all of the details were worked out and the documer: has been submitted to them for execution. The only item needed to complete the transac is the preparation of a Quitclaim Deed covering the pipeline easements and the Legal Counsel will take care of this. Headquarters The Manager informed the Board that in accordance with the Board's inst Project,. ions, he and Director Coe had visited all of the interested firms and looked over the furniture displays which they had. It was their decisi to go to Southwest Office Furniture Company and all of the furniture has been ordered, be ready for delivery and occupancy on December 2. Max Ewald arrived at 2:45 P.M. In regard to the installation of blinds for the other offices, the Manager informed the Board that the firm that is to provide the blinds for the Board Room has submitted an estimate on three types ranging in price from $333.00 to $642.00. After discussing various types of window coverings, the Board agreed to wait and see where blinds are needed after the building is occupied. I meeting with the decorators on color selection, and were assured that the furniture wou The Manager informed the Board that in addition to the original estimated price on the gas tank that he had been advised it should have a better preservative and had asked them to give it a hot tar and burlap finish which brought the total cost to $216.99. After discussion, upon motion by Director Coe, seconded by Director Phillips and unanimously carried, it was moved that the additional cost of the gas tank be approved and payment be authorized in the amount of $216.99 to the Joor Tank Company. Audit for The Manager reviewed a letter submitted by Mr. James Gaiser, CPA, in Headquarters regard to performing the audit on the Headquarters Project under the Project-HHFA direction of the Housing and Home Finance Agency. Mr. Gaiser proposes to conduct the entire audit in accordance with general accepted audi ti practices at a fee of $10.00 per hour for a total fee not to exceed $375.00. After discussion, upon motion by Director Maerkle, seconded by Director Greek, and unanimous carried, it was moved that the Board enter into a contract between the District and th. Auditor, Mr. James Gaiser, subject to the confirmation of the Federal Government. Sewerage Engineer Ford outlined on the map of Improvement District No. U-7 the Program route which was selected for the Agua Hedionda Basin during a reconnisancc explained that after the field inspection it was agreed that the best route would be to bring it down in Macareo by simply following the bottom of the canyon in this area. The matter of the original contract document which was submitted by Boyle Engineering on the I.D. No. U-7 Sewer project was discussed and it was agreed that it should be revised to cover only the surveying and acquisition of the rights of way at this time. The Engineer will prepare a contract for this segment of the work for the Board's consideration at the next meeting. In the matter of financial consultants for I .D . No. U-7, the Manager reviewed the even to date and the fact that Stone and Youngberg have submitted a letter withdrawing thei proposal on the financial services. After further discussion, the Board reaffirmed th decision to wait until after January 1, 1964 before taking any further action on retai a firm of financial consultants for I .D. No e U-7. The Manager reported that he met with the Project Engineer for the Buena Sanitation District and they are moving right along with their project, and the District should get together with Buena on some type of agreement. After discussion, it was agreed that a letter should be forwarded to the Board of Directors of the Buena Sanitation District to arrange for negotiations between the two Districts on joint participation in the trunk sewer for the Encinas Canyon area. In the meantime, the Engineer will proceed with the acquisitions of rights of way for both the Encinas Canyon and Agua Hedionda Basin trunk lines. Sale of State The Manager passed copied of the appraisal prepared by the Carlsbad Street Property Realty Board listing a total price of $15,600.00, along with an terms of purchase for the appraisal amount of $15,600.00. Upon reviewing the Offer To Purchase document, it was found time limit specified had expired so no action was take] on the matter. After further discussion, the Board agreed that a formal bid procedure should be followed in disposing of the property and a publicly advertised notice shoull be given on the sale of the property. Upon motion by Director Greek, seconded by Dire1 Maerkle, and unanimously carried, it was moved that the District give notice that the property is for sale with the understanding that the price shall be based on this appraisal, and that the final day for accepting bids be set for January 7, 1964. Lega Counsel was instructed to draw up the proper resolution setting forth the terms of the sale. A letter will be written by the Manager acknowledging the services of the RealtJ Board in performing this appraisal. Water Service and Operations: Delinquent The Manager informed the Board that it had become necessary last week to Account turn off the meters for Yasukochi, Inc. as their accounts were delinquent $1,102.10. He then explained the procedures which are used in the collection of delinc accounts. I. trip with Directors Kelly and Phillips, and Acting Manager Kubota. He offer to purchase submitted by the K, Woodard Realty firm, setting for I into the third billing and they brought in a bad check in the amount of Director Phillips offered the suggestion that some type of advertising in farm journal etc., listing the available land in the District for leasing and other pertinent facts might do much to attract new growers to this area. In that way, he explained, it woul not only assist the people in the District in leasing their lands, but would also resu in increased revenue for the District itself. After discussion, the Board agreed that this would be a good idea and will look into it further, M Squires Dam: The Manager reported to the Board that the winter maintenance program at Squires Dam h been substantially completed and presented the following items for payment: An invoice submitted by Buckspan and O'Neill, in the amount of $115.00 €or racetrack straw, which he recommended be reduced to $100.00 for payment, due to delivery delays which resulted in extra standby tractor time and other expenses KO the District. After discussion, upon motion by Director Coe, seconded by Director Greek, and unanimol carried, the Board approved this adjusted payment in the amount of $100.00 to Buckspan and O'Neill. An invoice in the amount of $452.04, submitted by the Edgington Oil Refineries, coveri: the material for paying of the access road to Squires Dam. After discussion, upon motion by Director Maerkle, seconded by Director Phillips, and unanimously carried, payment in the mount of $452.04 was authorized to the Edgington Oil Refineries. The Manager explained there will be another bill from the Darwin Transportation Compan: for the equipment rental involved in the grading and paving of the road. Relocation of Line The Engineer presented a tentative plan for the relocation of th I.D. No. 2 District's line in I.D. No. 2, in-connection with the Division o Highways' Freeway construction for Poinsettia Drive. He explain that the estimated cost of the relocation has been set at $12,770.00, and this figure will be submitted to the State to see if they will enter into an agreement with the District for this project. The Board approved the tentative plan and the Engineer wil proceed with the negotiations with the State on this matter. Planet, Inc. The Manager reported that Planet, Inc. has submitted their plans to thc District's Engineer for approval of the golf course area water system. Their agreement on the replacement of our line has been approved by the Legal Counsel and the District will mail the check back to them in the amount of $8,000.00, which has been held in lieu of the bond. He also informed the Board that Planet, Inc . anticipate that they will require about $200.00 worth of water per day to water the go: course as the sewer plant is not putting out sufficient effluent to take care of their needs. Personnel: The Manager reported that an informal meeting was held in regard to the vacations for the field personnel;. and as the matter now stands, John Henley will leave on November 7, and go thru November 22. There is a 4 day field trip which he has been granted, leaving a net vacation time of 84 days. As it now stands, the Superintendent would have November 30 thru December 15, subject to the 1' determination of the over-all field operations and the possibility of getting away at that time. One other factor, he explained, is that we have planned our move to the new building over the week-end of the 30th, but this probably could be worked out. Director Greek left the meeting at 4:25 P.M. In the matter of personnel, the Manager informed the BQard that he would like very muc€ to meet with the Personnel Committee and develop a policy in regard to vacations and 01 matters. After discussion, it was agreed that the Manager should draft up a policy an( I I submit it to the Board for their consideration. It was reported by the Manager that the Cla-Val Company of Newport Beach are sponsorin) two day in-service training program for November 19 and 20, and have invited two representatives from the District to participate and it is planned that Supt. Carnohan and Waterworks Operator Ken Kilgore will attend. Telemetering The Manager presented for the Board's review the plans for the Squires Sys tern Dam Vault and explained that the District will get quotations from will run about $1500.00 to $1700.00. electricians and plumbers for the installation which it is estimated I I I Correspondence: Letter from Mr. C. V. Porter of the Irrigation Districts Association containing inform on new items now under consideration by the California Legislative Committee. Annual publication of Property Valuations and Tax Rates for San Diego County, prepared by the County of San Diego. , Additional copies will be obtained for each Board member. Taxes The Manager informed the Board that bills for the current taxes on Santa on the Squires Dam billing that there are still delinquent taxes on this 1963-64 Fe Reservoir site and Squires Dam have been received and there is a notic parcel. He explained that the taxes were not pro-rated and paid at the time the Distr purchased the site from the Dawsons and last year the matter was turned over to the Le Counsel for cancellation of the taxes, but evidently the matter was never concluded. After discussion, upon motion by Director Coe, seconded by Director Maerkle, and unanimously carried, it was moved that the District pay the taxes which are due and turn the files over to the Attorney for investigation of the possible annexation of thl proper ties . Convention announcement and information on the IDA Convention scheduled for November 21 21, and 22, 1963, were reviewed and the Manager informed the Board that Director Maerk has indicated he will represent the District for the convention, and he and the Presid of the Board will plan to attend the one day session. Personnel: The Manager informed the Board that after considering the applications fo Mrs. Mary E. Dennis. After discussion, upon motion by Director Coe, seconded by Direc Maerkle, and unanimously carried, it was moved that the District hire Mary E. Dennis o a trial basis to fill the position of Secretary 11. Ratification Upon motion of Director Maerkle, seconded by Director Coe, and unanimo of Checks carried, the Board ratified Checks No. 5836 thru No. 5855, in the amou the position of Secretary 11, he would like to recommend the hiring of $12,069.63. The following invoices were reviewed for payment as submitted by Boyle Engineering: Invoice in the amount of $132.87, for work on the I.D. No. U-7 Sewer Project involving route selection and surveying. Upon motion by:Director Maerkle, seconded by Director Coe, and unanimously carried, the Board approved payment of this charge. Invoice in the amount of $205 -10, covering the plan checking on the La Costa Valley plans for which an amount of $203.00 has been deposited with the District. After a statement by Engineer Ford that it would be agreeable to adjust the invoice to the amo. of deposit, upon motion by Director Coe, seconded by Director Maerkle, and unanimously carried, payment in the amount of $203.00 was authorized to Boyle Engineering for this invoice. Invoice in the amount of $754.75, for work performed to date on the Squires Dam Valve Station, including all the time past when the order was prepared. Upon motion by Dire Coe, seconded by Director Phillips, and unanimously carried, it was moved that payment be approved to Boy$e Engineering in the amount of $754 -75. The Manager presented for approval an invoice submitted by McClellan Insurance, in the amount of $16.98, for fire insurance on the State Street property. He explained that discussing the matter with Mr. McClellan, it was their suggestion that we pay the $16.! and when we move to the new building, they would simply cancel the policy. After disci upon motion by Director Coe, seconded by Director Maerkle, and unanimously carried, it moved that the District pay McClellan Insurance $16.98. After discussion on the matter of fire insurance for the new Headquarters building, it decided that the District should ask for quotations from other insurance companies on ' coverage. Upon proper motion, the meeting was declared adjourned at 5:15 P.M. ATTXST : u PC &- Secretary of the Board of Directors