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HomeMy WebLinkAbout1987-06-17; Municipal Water District; MinutesI MINUTES OF THE REGULAR BOARD MEETING OF THE BOARD OF DIRECTORS OF 2:OO P.M. AT 5950 EL CAMINO REAL, CARLSBAD, CALIFORNIA. COSTA REAL MUNICIPAL WATER DISTRICT, HELD ON JUNE 17, 1987, AT E The meeting was called to order at 2:03 p.m. by President Haasl, with Directors Bonas, Henley, Maerkle and Woodward present. Also in attendance were General Manager Brammell, District. Engineer Greaney, Superintendent Musser, Legal Counsel Moser, Adminis- trative Analyst Poole and Executive Secretary Woodward. Allan 0. Kelly, Patricia Laurence, Pat Guevara, Barbara Hallman, Steve Deering, Norma Clark, Ginny Black, Martin Hagerty, Katheryn Horton, J. Bonasia, Victor Kato, Tony Acone, Tom Belcher, Helen Hidalgo, Bob Wade and Danny Roy also attended. Pledge of Allegiance The pledge of allegiance to the flag was given- Approval of Minutes Director Maerkle made a motion approving the minutes of the Board meeting of June 3, 1987, as corrected, seconded by Director Bonas and unanimously carried. Oral Communications from the Audience None I Consent Calendar Ratification of Checks Director Henley made a motion Ratification of Investments to approve the consent cal- endar, seconded by Director Maerkle and unanimously carried. Unfinished Business Consideration of Allan 0, Kelly Lengthy discussion followed Operations Center Master Plan Mr. Brammell's, Mr. Hagerty's and Mrs. Clark's presenta- tions. Mr. Brammell summarized the need for a larger facility to house the greatly increased staff . This has been under serious consideration since September of 1982. He gave an overview of what has transpired to reach this point today and explained that the cost figures presented today are only estimates for the purpose of arriving at a line item for the budget; the con- struction will go out to bid and professional services will be solicited with requests for proposals. I Mr. Hagerty explained that his estimates were done without struc- tural drawings. His estimated high numbers have taken into consideration the increases that may be possible over a period of time, He reviewed some of the numbers, explaining how they can change depending on materials used, and that some site work can be' done inhouse or eliminated. I , Mrs. Clark said that the figures had to be arrived at using only the conceptual drawings and are only a general idea of what the costs may be. When they get into working drawings and real plans there will be much firmer numbers and options available for everything. These figures are on the high side. This is not a tilt-up building; costs can go down. She also suggested that to get a more realistic cost of the construction of the building, the summarized figures should probably be pulled apart since they include furnishings and professional fees. Director Maerkle felt that in order to spend this much for the building we should get a vote from the public. Legal Counsel said the only time this would be necessary is if we levy a special tax or a property tax, or, in some cases, if we do revenue bonds to pay for it. If we have money on hand to use for capital facilities there is no requirement that there be an election. However, you can ask for an advisory vote, even though it is not required. Discussion fol'lowed as to cost and require- ments to go on the ballot. I Director Maerkle also felt we needed water storage more than we needed a building. Mr. Brammell explained that the building is not being planned at the exclusion of any important water facil- ities and. reviewed the budgeted major facilities. He explained that the building will be funded out of major facilities charges and water rate charges over the next 20 years. Explaining it another way, the cost of the building to the water user will be 2/3 cent per unit (748 gallons) per month. (The average household uses 15 units per month.) t Discussion followed on what some of the Directors considered excessive costs and the possibility of reducing cost by reducing the size of the building. Mrs. Clark explained that reducing the size by a thousand or so feet really won't reduce the overall cost that much. Mr. Hagerty added that his estimates were based on a block and steel construction; wood construction would be cheaper. Facings used and alternatives used in every area will determine the ultimate cost. President Haasl said that the goal today is to get a figure into the budget in order to move forward with this project which is definitely needed. I Director Woodward, using Mr. Brammell's explanation of the cost to the water user of 2/3 cent per unit of water, said reducing the size of the building by several thousand feet would only reduce the cost to the water user to something over 1/2 cent per unit of water. He felt that the real issue is, do we need a building. He reminded the Board that the District's assets have grown from $11 million in the beginning of the '80s to $30 million now, representing a much larger job than we had 10 years ago. The real issue is do we want a building or don't we want a building. Director Maerkle agreed that we need a building but not a "marble statue." Director Woodward explained that the rendering is the architect's conception of what the building could be; it doesn't mean that the final building has to be split block and marble. These are just the designer team's -2- June 17, 1937 I suggestions. What we need is the inside of the building. The outside is another program. If you (the Board) go along with the building, we'll get the outside to where it's economical enough to do what we want it to do and still be good for the District. After further brief discussion, Director Henley made a motion to postpone Board action on this item as well as the budget until the next regular Board meeting on July 1, 1987, seconded by Director Maerkle and carried, with Directors Haasl and Woodward voting no. Adjourned Meeting It was suggested that today's Board meeting be adjourned to June 24, 1987, at 2:OO p.m. as a workshop to discuss the Allan 0. Kelly Operations Center. Director Henley made the motion, sec- onded by Director Maerkle and unanimously carried. New Business None Committee Reports Legal and Legislative Consideration of Policy on Non- At Director Bonas's request, Leasing of District Property Mr. Moser spoke to this issue. He referred to the chronology pr.epared by Mr. Brammell (see agenda packet). This Committee met once and decided there were reasons that the two outstanding leases on the Squire's site should be terminated. When Mr. Moser reviewed the two leases (Cablevision and PacTel) he found that they had provisions for relocation from the reservoir site to the adjacent site, but there was no termination clause per se. The Cablevision lease (license agreement) is coming up for renewal at which time a lease price is set, but there is no standard in the agreement as to how this is to be set (no CPI or other type of adjustment). It is really more an agreement to negotiate. As such it is not enforceable if the District chooses not to re- lease that site. With respect to PacTel, they are not near the endoftheir licenseor leaseagreement sothiswouldbe alonger term to let their lease expire. We would have to explore with them whether we could negotiate an earlier termination, The Committee had asked him to prepare a letter advising Cablevision that their lease would not be renewed (draft in agenda packet). Discussion followed, with Directors Maerkle and Bonas explaining that their concerns were having these "attractive nuisances" on the Squires property with housing developments moving close to the reservoir, as well as the possibility that the reservoir may have to be lined and covered entailing much construction, Mr. Moser said that if Cablevision and PacTel were in the way of construction, their leases do provide for relocation to other areas of District property. Director Woodward felt that you can't discriminate against two lessees; that any decision the Board may make should affect all its lessees, President Haasl felt these issues were contingent upon the Luke-Dudek report I I -3- June 17, 1987 I which may recommend draining the lake. We could draw up new contracts making their leasing contingent with this report. Mr. Deering (with Luke-Dudek) said they anticipate having a prelim- inary report ready in July. Mr. Moser said if the chief concern relates to dam construction, it would be a while before that would begin and he didn't feel it was a serious problem at this point; until plans are formulated it is difficult to know. Mr. Brammell said he thinks the issue here is leasing and is under discussion because Cablevision's lease is up for consideration, and Cablevision happens to be located at the reservoir. President Haasl asked Mr. Musser about staff having problems at the lake relative to the lessees. He said there are no problems. Mr. Acone of Daniels Cablevision spoke briefly and suggested that anything the Board does be contingent on the report (Luke-Dudek) and the needs of the District. They are more than willing to negotiate a fair leasing rate and have offered to participate in the cost of fencing the area. He responded to Director Bonas's inquiry that in excess of three-quarters of a million dollars in equipment is at the Squires site, and several other sites are dependent on the Squires site. The movement from that site would have a domino effect on several million dollars in equipment. He added that the technical considerations would be even greater. I Mr. Moser said this is a policy issue as to whether the Board wants a nonpublic entity on public land, and if so, how to set the rental so the District gets a fair return on its investment in the property so the public gets a fair return on what they've invested in the Water District. This hasn'lt been very system- atically addressed. After more discussion Mr. Moser said he could show how the current leases are the same and differ from one another, and recommend some ways to make them all consistent with one another. Director Woodward then suggested that we go on a positive note and say that the Cablevision lease continue with stipulations that s.taff draw up something that gives the Board the right to look at the total picture (the report will have a lot to do with it). If it does affect the total picture then they will be involved in what action we will take in reference to the total picture. Until it is proved that there is something that would cause a problem with them relative to the plans for the property, then we should continue with the lease. Director Woodward then made the above statement a motion, seconded by Director Henley and carried, with Director Bonas voting no and Director Maerkle abstaining. I In response to President Haasl's concern about the issue of non- leasing, Mr. Brammell said that he and Mr. Moser will draft something addressing the motion just passed, making a number of considerations to protect the District's interests in terms of being able to terminate if it becomes a problem for any reason, and also to provide consistency in all the leases coming due at the same time and having the same terms. Once those leases are in hand the Board can address the issue of whether or not, when -4- June 17, 1987 I I they begin to expire, it wants to have a policy that affects their renewal. Action on this issue is tabled pending receipt of the Luke-Dudek report. Recess President Haasl called for a recess at 3:30 p.m. The meet- ing resumed at 3:48 p.m. Personnel Consideration of Employee Mr. Brammell reviewed the pro- Requests for FY 1987-88 cedure (begun last year) of elected employee represent- Resolution No. 545 - Changing atives meeting with the Per- the Administrative Code sonnel Committee to develop the recommendations being pre- sented (see agenda packet). After review and discussion, Director Henley made a motion to adopt the recommendations and Resolution No. 545 entitled: "RESOLUTION OF THE BOARD OF DIREC- TORS OF THE COSTA REAL MUNICIPAL WATER DISTRICT ADJUSTING THE SALARY TABLE; CONTRIBUTING TOWARD THE THIRD LEVEL OF THE P.E.R.S. 1959 SURVIVOR BENEFIT; INCREASING THE VACATION ACCUMULATION RATE; AND ALLOWING EMPLOYEES TO SELL BACK A PORTION OF THEIR SICK LEAVE," seconded by Director Bonas and unanimously carried. Engineering and Operations Consideration of Budget Adjust- Mr. Brammell reviewed this ments for FY 1987-88 Committee's five recommended adjustments (see memorandum in agenda packet). Director Bonas made the motion approving the recommended changes, seconded by Director Maerkle and unanimously carried . Public Information President Haasl reported that this Committee meeting was held June 16, 1987. Its recommendation is reflected in the budget under Public Information and Conservation. Finance I Consideration of Adopting a Pol- Mr. Brammell reviewed this icy for Funding Depreciation proposed policy to establish a fund to replace the water system as it wears out (see memorandum with attachment in agenda packet). We do not have a specific policy for this and the Committee and Manager are recommending an increase in the water rate to make this program self-funding. It is estimated that this would cost the average consumer an additional 45 cents per month. After questions and discussion, Director Woodward made a motion directing staff to draft a policy for consideration at the July 1, 1987 Board meeting, seconded by Director Bonas and unani- mously carried. -5- June 17, 1987 I District Memberships After reviewing the current organizations to which the District currently belongs (see memorandum with list in agenda packet), Board consensus was to let the following memberships expire when they come up for renewal: California Special Districts Association, Southern California Water Committee, National Water Resources Association and Southern California Water Conference. The San Diego Region Water Reclamation Agency and the Association of Water Reclamation Agencies may eventually be absorbed by the San Diego County Water Authority but we will retain membership until that time. The Board would like to ac- quire membership in National Xeriscape and the Water Education Foundation. Mr. Brammell said the final Budget will be reduced by the fees of the agencies to be deleted, and he will put in enough to cover the fees for the National Xeriscape and the Water Education Foundation. As the renewals come up for the groups the Board has deleted, Mr. Brammell will present them to the Board for official action. No Board action required at this time. Consideration of Adoption of This item postponed to the FY 1987-88 Budget and CIP next regular Board meeting on July 1, 1987 in the Board action earlier in these minutes under Consideration of Allan 0. Kelly Operations Center Master Plan. I Staff Reports District Engineer j Calavera Hills Pressure Reducing/ Mr. Greaney referred to his Pumping Station CRMWD 82-109B memorandum in the agenda pack- et with attachment, briefly reviewed the changes over the past year affecting the work of the engineer (MacDonald-Stephens) and recommended that the Board authorize a change to the engineering agreement to allow for the extra work outlined in the MacDonald-Stephens letter at a not-to- exceed cost of $7,000. This will eventually involve a reimburse- ment agreement, After discussion, Director Woodward made a motion to accept Mr. Greaney's recommendation as outlined above and direct legal counsel to prepare the change to the original agreement, seconded by Director Maerkle and unanimously carried. Superintendent Mr. Musser gave the lake level as 497.5 and we are buying 27 c.f,s. He said Lake Skinner had a problem last week and we are currently getting chlorinated instead of chloraminated water. We are continuing to put water in Santa Fe I1 preparatory to putting it in service which is scheduled for next Tuesday. I Attorney Mr. Moser reported on a recent legislative couns.el opinion on the Brown Act that items not on the agenda can be raised by the public and can be discussed at a board meeting, but items raised by board members cannot be discussed unless it is on the agenda. -6- June 17, 1987 Manager I Consideration of Renewal of Mr. Brammell reviewed Board Agreement with Personal Assist- action last year when they ance Services of San Diego agreed to participate in this service for a trial period of one year. It is now up for renewal and the General Manager recommended that participation be continued. After discussion Director Bonas made a motion to continue the service for another year, seconded by Director Maerkle and unanimously carried. Report on City/District Mr. Brammell reported on two Activities actions at the Council meeting at which they approved the agreement made with Olivenhain Municipal Water District to provide water for landscaping on La Costa Avenue, and the supplement to the City/District Agreement regarding funding for projects from the City Water Fund (see memorandum in agenda packet). Mr. Moser suggested that Board action be deferred to the next regular Board meeting on July 1, 1987 at which time he will have a report for the Board. I Response to Letter to the Editor Mr. Brammell said he called Mr. Adams regarding his letter (see memorandum in agenda packet), explained to him the programs in place regarding water problems and invited him to attend our-. meetings. The Water Authority is sending Mr. Brammell some material they use in responding to this type of situation. He suggested that the the proposed Water Educati'on Specialist might revive the Citizens Advisory Committee and invite t.he public to participate. Xeriscape Brochure Mr. Brammell referred to the 4-color brochures on the Directors' desks. These will be distributed at the model home garden on Skyline Drive when it opens next month. A local mailing is also anticipated. Organizational Reports San Diego County Water Authority Director Bonas deferred her report until the next regular Board meeting on July 1, 1987. I Presidents and Managers President Haasl reported on Council of Water Utilities this meeting at which the Act- ing General Manager of the Water Authority and Lin Burzell reviewed the Capital Improvement Programandindicatedtherewould be a rate increase the first of the year. A Xeriscape contest is planned for the Del Mar Fair. They emphasized the need for the districts to get water education to the public because of the anticipated water shortage. Association of Water Reclamation Agencies No report . -7- June 17, 1987 I Directors' Reports I 1 ~ Consideration of Attendance at President Haasl requested AWWA Water Related Symposium Board approval for her at- tendance at this symposium. After discussion, Director Bonas made a motion approving Board and staff attendance, seconded by Director Maerkle and unani- mously carried. Other Business Arising Director Maerkle suggested a After Agenda Posting resolution be drawn up for for Charlie Hausladen. This. will be put on the agenda for July 1, 1987, Director Maerkle said he had a National Water Resources Association Municipal Caucus seminar coming up and will give the paper work to Mr. Brammell for inclusion on the agenda for July 1, 1987. Adjournment This meeting adjourned at 5:20 p.m. to June 24, 1987 at 2:OO p.m. (see motion earlier in these minutes). I Respectfully submitted,. " fud- t, Board of Directors !p joJ...f9 / I .i i, i, Secretfar?, doara of Di9ctors i I -8- June 17, 1987