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HomeMy WebLinkAbout1970-10-21; Municipal Water District; MinutesMINUTES OF A REGULAR MEETING OF THE BOARD OF DIRECTORS OF CARLSBAD MUNICIPAL WATER DISTRICT HELD ON OCTOBER 21 , 1970, AT 2: 00 P.M. , AT 5780 EL CAMINO REAL, CARLSBAD CALI FORN IA : The meeting was called to order at 2:OO P.M. by President Maerkle with Director Kelly Carmi chael , Palmer and Mac Leod answering roll call . A1 so present were General Manager Kubota, Legal Counsel Swi rs ky , Superintendent Hen1 ey , District Audi tors , Mr. James M. Gaiser and Mr. Harold Hickey and Executive Secretary. Cfty officials, Mr. Jack Arnold and Mr. Win Priday, were also in attendance. Approval of Upon motion of Director Kelly , seconded by Director Palmer, and unani - Minutes mously carried, the minutes of the regular meeting of October 7, 1970, I were approved as transcribed and mailed out by the Secretary. 1 Report of District Auditor, Mr. Harold Hickey, reviewed in detail the letter of Auditor recommendations prepared by their firm on the 1969-70 Audit and sub- mi tted to the Board Members prior to the meeting. He out1 ined plans for the preparation of complete monthly financial reports on the District's operatior to be submitted by the Accounting Officer following each operational period. Consid- erable discussion was held on the matter of proper segregation of the I.D. No. 3 Sink ing Fund monies and the investment of these funds. Treasurer Kelly pointed out that it would be advantageous to the District to be able to combine these funds with other District funds for investment at a higher interest rate. Legal Counsel Swirsky will review the District's accounting records to ascertain if the I.D. No. 3 Sinking Fund is properly segregated and reflected under the terms of the bond indenture and a de- termination will also be made regarding the investment of these funds. Mr. Hickey explained that the recommendations on the segregation of duties as they relate to ca: and accounts receivable have been reviewed and discussed with the Manager and Accouni ing Officer and will be worked out on a staff level. He pointed out that these pro- cedures will strengthen the internal control and prevent anything in the future. Un- issued checks are now stored in the office vault, but will be transferred to a lockec file cabinet in accordance with the Auditor's recommendation. After further discus- sion, upon motion of Director Mac Leod, seconded by Director Palmer, and unanimously carried, it was moved that the District officially accept the recommendations pre- sented by the District Auditor on the 1969-70 Audit, with the one modification regarc ing the investment of the I.D. No. 3 Sinking Funds. Upon motion of Director Carmichi seconded by Director Palmer, and unanimously carried, it was moved that the District staff personnel be commended for the fine job they did last year. Committee Reports: City of The Manager reported on recent development in connection with the Dis- Carlsbad tri ct's contact wl'th HUD officials regarding the Federal Grant for the Board meeting a 1 etter was forwarded to their Program Manager, Mr. Dall as Martin , on their discussions by telephone on October 6, 1970, with a copy to Mr. Arnold, the City Manager. On Monday , Mr. Martin advised the District Manager that the matter ha1 been referred to their Legal Department regarding investigation of pol icy and,' as of yesterday, he had not had a report from the Legal Department. At that time he a1 so informed the Manager that if he feels it is appropriate he will suggest that a meet- i ng be convened, sponsored by his office , inviting the District and City to parti ci - pate in discussions on the matter. City of Carlsbad's Water System Improvement Project. After the last I The Manager also reported that he has had one session with Mr. Arnold and Mr. Hunter Cook regarding the District's action and the matter was explained to them. At that time it was agreed that a set of the engineering plans for the City's Water Project would be made avai 1 able to the District Manager for his review as to any confl icts or duplication of faci 1 i ties. This was not carried out by the City Engineer but the Manager was able to obtain a set of plans this morning from one of his Assistants. President Maerkle called upon the City Manager and his Assistant, Mr. Win Priday, wh were in the audience, for any comments they might have on the matter. Mr. Arnold ad vised the Board that the City is trying to resolve this matter and that he was not aware that the plans were not turned over to the District Manager. He informed the Board that the District's action on this matter was first, unusual, secondly, not in the general public's interest and third, might even be improper and is not normally the way these matters are handled. He also stated that if the project is delayed th burden of the delay would fa1 1 on this Board, and if any problems arise he would ap- preciate it if Mr. Kubota would communicate with him before getting to the point of jeopardizing the Grant. Mr. Kubota pointed out that he had made repeated in- quiries regarding the status of the project and the matter has been brought up at every staff meeting and there were numerous letters to the former City Manager which were not answered. He explained that the Board should not be criticized as it has indicated its will ingness to cooperate with the City and wi 11 he1 p in any way pos- sible to speed up this program. After further discussion, it was agreed that the District and City should continue its liaison staff meetings and the District should try to centralize its communication with the City to Mr. Arnold so that a circumstance such as this does not arise. The City Manager informed the Board that he has been assured by the Engineering Staff that there is no dupl i cation of lines and, if the plan check by the District Manager reflects that there is no con- fl ict, he would appreciate a letter to HUD to that effect. The Manager will start immediately with his check on the plans so there will be no delay in the submission of the plans to HUD for approval. San Diego County Director Kelly reported on the regular meeting of the Authority Water Authority Board of Directors at which the primary topic of discussion was structed in Auld Val 1 ey. An announcement was a1 so made concerning the groundbreak- ing ceremonies scheduled for Friday, October 23, 1970, at the Perris Reservoir. Mr. Gaiser and Mr. Hickey left the meeting at this time, 2:35 P.M. Water Mr. Priday informed the Board that the City has just had a visit Fi 1 trati on from the State Health Officer, Mr. Kirk Campbell , on the matter of filtered water and the City Attorney is now preparing a resolution for the Council to pass on indicating the City's willingness to participate in and for treated water. When the rough draft is completed the City will check with the District Manager so that the District can take similiar action on the matter. Because of their close connection with the matter at hand, the Manager asked that this discussion be continued to Agenda items 9-E ("North Side" Transmission Project) and 9-F (Water Filtration). The Manager read in full a letter from Mr. Louis F. Saylor, Director of Publ ic Heal thy State of California, dated October 16, 1970, re- garding plans for filtration of "State Project" water by this District and by other member agencies of the San Diego County Mater Authority. The Metropolitan is now looking more favorably towards a large plant and looking toward how to fi name such a treatment plant in Auld Valley, the Manager reported. It was also reported that Mr. Kirk Campbell, representing the State Department of Publ ic Health, called a meeting two Fridays ago to discuss this matter with the Operating Heads of the Mem- ber Agencies of the San Diego County Water Authority. At that time he had submitted the draft of the letter from Mr. Saylor and enlisted the comments of the various agencies and alerted everyone to the problem. The District Manager and City Enginee Mr. Hunter Cook, attended this meeting and were involved in the discussions. "North Side" The Manager called attention to the newspaper release of Reporter ' Transmission Neal Ball in the San Diego Union on the "North Side" Transmission Project Project proposed by the District with comments from the various agencies involved. The proposed route for this transmission main was traced by the Manager and he explained that it will terminate at a point in the City of Carl sbad and will enable the City area to receiye filtered water from the Aqueduct. Carlsbad Chamber The regular meeting of the Chamber of Commerce has been schedule of Commerce for Tuesday, October 27, 1970. Director Carmichael will attend I filtered water and a central filter plant proposed to be con- I the District's representative. I Legal Counsel : La Costa Legal Counsel reported that the District will be in a position at Annexations the next regular meeting to take the necessary steps to correlate th annexation proceedings on the La Costa lands with the Olivenhain District. La Costa Village It was reported that the easement document has been recorded an Subdivision two subordination agreements remain to be executed on the pro- perty. These agreements have been forwarded to their Legal Counsel , Mr. Cap1 an, for execution by the proper parties. Meeting October 21, 1970 -2- H. B. Development Legal Counsel call ed attention to recent publicity regarding Project the proposed H. B. Development Company project in I.D. No, 2 which is off completely at this time and has been placed on the market for sale. North Carl sbad Legal Counsel reported that a call was received from the City Excl us i on Attorney of Oceanside and they are now starting the proceedings for the withdrawal of the North Carlsbad area from the District At this moment they are checking all of the Statutes and proceedings and it is anti- cipated that the District will have something from the City of Oceanside on this matter at the next meeting. Accounting Mrs. Simpson reported that the financial reports for the First Quarter Off i cer are now being compiled and will be sent out to Board Members for the next meeting. The Auditor's recommendations have been gone over in de tail with the Manager and Accounting Officer and a work flow chart is being drawn up for the assignment of duties in accordance with these recommendations. Superintendent's Report: Construction: The Superintendent reported that there has been very 7 i ttle change in the La Costa South Units during this period. The rough grading has been completed in La Costa Val ley Unit No. 5 and the sewer is being instal 1 ed this week. Delivery of the water pipe for this project js expected on Monday and thr Contractor will probably start laying the water lines shortly. Work is continuing 01 the La Costa Village Project and the District has installed a 2" meter for their in- ternal system until each individual lot is metered. Operations : Regular maintenance work is being continued by the District's field crew and the refurbishing of the valves for the Laguna Riviera Vault has been completed. Prices for the excavation of the ten exploration holes along the 20" 1 i ne in the vicinity of the Kelly interchange are being obtained by the Supe intendent so that this work can be coordinated with other construction in the area. I I the 1 ake level at Squires Dam was reported at 499.3 feet, with water del i very of 15 cfs from the Authority. Manager ' s Report: El Camino Real The Manager reported that construction on the El Camino Real High- Highway Project way Project is very limited at this time and the District will be arranging a shutdown for a tie-in at the Line "C" Station. The bid opening for the State Highway Dept. and County of San Diego is still scheduled for November 5, 1970 and the District has sent out for the plans on this project. Pursuant to the authorization at the last meeting, the Manager reported that an in- formational sheet has been prepared on the availability of the back lot for use as a construction station during this project and the District will be mailing it out to prospective bidders . The Manager called the Board's attention to the contract on this project which was awarded on April 22, 1970, for a 120 day construction period, with the contract time to expire on October 19 , 1970. He requested that the Board take formal action to authorize the extension of this contract for 90 calendar days. It is anticipated that the 90 days will not be sufficient time, and prior to the expiration of the 90 days, the job will be assessed and another extension will be made at that time. After discussion, upon motion of Director Palmer, seconded by Director Mac Leod, and unanimously carried, it was moved that the District extend the contract time on the El Cami no Real Highway Project for a period of 90 calendar days from October 19 , 197 with a new construction date of completion of January 17, 1971 e Santa Fe A summary sheet of expenses for the Santa Fe Reservoir Reconstruction Reservoir Project was reviewed by the Manager. He noted that the total cost figure of $60,834.67 is somewhat higher than the original estimate of $51,000.00 which did not incluse the extra work involved and the engineering and administrative costs. La Costa Plans for the first increment of the La Costa Meadows Unit Mo.1 Subdivisions Subdivision were submitted for the Board's approval. The Manager pointed out that the water study plan for the La Costa area envi- sions the main supply line coning out of Meadowlark Ranch from the Aqueduct. A theoretical system for pumping station has been devised as an alternative arrangemen I Meeting October 21, 1970 -3- B in order to allow this development to proceed unti 1 plans can be completed for building a joint pipeline with San Marcos. A total construction cost of $25,000 has been included for this station in the bonding for this project in order to satisfy the immediate need for the development of these 253 lots. The Manager recommended approval of this plan and authorization for the President and Engi - neer to sign these plans, subject to the District obtaining the required agree- ments, bonds and cash deposits. After discussion, upon motion of Director Carmichael, seconded by Director Kelly and unanimously carried, the Board au- thorized the approval of the improvement plans for the La Costa Meadows Unit No. 1 Subdivision, subject to the conditions outlined by the Manager. The Manager brought up the point that there will be $200,000 involved in this public water system and, at this time, there have been no discussions on any reimbursement for the 16'' transmission 1 ine. Squires Dam The Manager reported that he is working with Legal Counsel in Expans i on completing the legal descriptions and surveying for the pro- posed site at Squires Dam. The City Manager and his Assistant, Mr. Win Priday left the meeting at this time, 3:55 P.M. Other Items: Water The Manager reported a request from the San Diego County Water Authority regarding our need for off-season storage in the San Vicente Reservoir. As of this date the District has in storage 299 acre feet of water and the Authority's recommendation is that this be in- creased to a minimum of 800 acre feet. It was the Manager's recommendation that the District order up, to the extent that they can deliver it, enough to put it up to 1500 acre feet, which would be an order of 1200 acre feet. After discussion, upon motion of Director MacLeod, seconded by Director Palmer, and unanimously carried, it was moved that the District go along with the Manager's recommendation and place an order for 1200 acre feet for water storage. Motor Vehicle A report on the status and condition of the District's vehicu- Program lar and other equipment, as submitted by the General Superin- tendent, was reviewed by the Manager. He outlined plans for the disposition of the 1947 Model Jeep and the Jeep vehicle which was purchased for spare parts a The 1966 Chevrolet Pi ck-up, Unit 811, will also be disposed of immediately either by sell ing it outright or by using it as a trade-in on the purchase of one new pick-up to replace the 1968 Chevrolet Pick-up, Unit #lo, at an appropriate time. This vehicle will be equipped with an automatic trans- mission rather than the standard gearshift now in use. A routine maintenance will be worked out by the Superintendent and all equipment will be in the yard on the weekend for inspection and normal maintenance will be done at that time. The man who is on duty will continue to have a vehicle available. The Manager suggested that as an alternative the District might wish to consider having District employees furnish their own transportation and pay them mileage for the use of their private vehicles. After discussion, upon motion of Director Palmer, seconded by Director Carmichael , and unanimously carried, it was moved that the District proceed with the Manager's recommendations on the disposition and maintenance of the District's equipment. 'I < I City of Carlsbad Discussion was resumed on the matter of the City's HUD Ap- plication and the Manager reported that there is a possi- bil i ty by tomorrow of some adverse publ i ci ty in the Carl sbad Journal on this HUD matter. Legal Counsel reviewed the correspondence which was forwarded to HUD and pointed out that these communications have been very care- fully worded, emphasizing our support at a1 1 times, and all contacts have been made in the proper 1 ight . With regard to the statement by the City Manager that the burden would be upon the District, Legal Counsel advised the Board that if there is any delay it would be by reason of the City changing the plans and the ori gi nal premi se. President Maerkle suggested that from a community relations standpoint it might be in the interest of the District to subscribe to the services of Mr. Randal 1 Mi tchell , who provides publ ic information services for the Tri-Ci ty Hospital District. Legal Counsel expla.ined the type of services provided for the Hospi- tal District under this program and offered to find out what the costs would be for his services on a limited basis. Correspondence: (1) Letter from Sari Marcos County Water District thanking the District for the use of Board Room faci 1 i ties for special meeting. .. (2) .Announcement from Irrigation Districts Association regarding the appointment of Mr. John P. Fraser as Assistant Executive Secretary and General Counsel. (3) Letter from Mr. Charles Trygg stating that he is interested in relocating in the area and inquiring if the Board wishes to consider the hiring of a full- time Manager. This 9 etter was ordered filed. Approval of Purchase Orders: The following purchase orders were presented by the Manager for approval : (1) Purchase Order No. 1452, issued to the Smith-Blair Company, South Gate, Calif., for a total amount of $1,235.61. This order covers the purchase of a complete set of repair clamps for the District's A.C. stock. After discussion, upon motion of Director Mac Leod, seconded by Director Carmichael , and unanimously carried, the Board approved Purchase Order No. 1452. (2) Upon motion of Director Carmichael, seconded by Director Palmer, and unanimously carried, the issuance of a purchase order to the Carlsbad Stereo Hi Fi Center for a KLH Radio Receiver and Speaker, at a total price of $1 20.65, was approved. Upon motion of Director Palmer, seconded by Director Mac Leod, and unanimously Carrie the Board approved the Contract for fiscal year 1970-71 with the Georgia-Pacific Cor- poration, for chlorine deliveries at a net price of $115.00 per cy1 inder and 13% per pound for the 150 lb. cylinders. A proposal from W. J, O'Meara for the construction of a concrete block wall along the si de of the Headquarters Building to create a planter area was submitted by the Manager. He explained that the bid for the front section is $418.00. The possibilit of continuing it for the other section was also discussed. The Manager explained tha the bid for this section is $433.00, but the building was originally designed so that an expansion program would include a two level addition to the rear of the building and would involve changing the planter wall if such expansion were needed. It is a1 s the District's intention to move the pay telephone from the side area nearer the road way so that it will be available to the motoring public. After discussion, upon moti of Director Kelly, seconded by Director Carmichael , and unanimously carried, the Mana ger was given permission to move the telephone installation and to proceed with just the front section of the planter. Speci a1 Accounts : An expense summary on the $300.00 deposit for the La Costa Vi1 1 age Law Suit was sub- mi tted by Legal Counsel , 1 isting a refund balance of $1 52.00 to the District. A chec in this amount from the office of Paul S. Swirsky was included with this invoice. Upon motion of Director Carmichael, seconded by Director Kelly, and unanimously car- ri ed, the Board approved payment to Paul s. Swirsky , in the amount of $720.00, for extra legal services in connection with the La Costa Village Suit. Ratification Upon motion of Director Palmer, seconded by Director Mac Leod, and of Checks unanimously carried, the Board ratified Checks No. 4940 thru No. 4982 in the amount of $53,453.57, covering the period October 8, 1970 thru October 21 , 1970. I 'I Other Business: Presldent Maerkle suggested that a resolution of appreciation be drawn up and sent tc Assemblyman John Stull for his efforts on be half of the District and its activities. Legal Counsel will prepare this resolution for adoption at the next regular meeting. I The meeting was declared adjourned at 5:09 P.M. /'. J,.: Secretary of the Boar'd of Directors Meeting October 21 , 1970 -5-