minutes

Regular Meeting

Governing Board of Sweetwater Authority

August 13, 2008

The Governing Board of Sweetwater Authority held a regular meeting on Wednesday, August 13, 2008, at the Sweetwater Authority Administrative Office, 505 Garrett Avenue, Chula Vista, California. Chair Beauchamp called the meeting to order at 6:00 p.m.

• ROLL CALL

Directors Present: Alkire, Beauchamp, Doud, Morrison, Pocklington, Thomas, Welsh

Directors Absent: None

Others Present: General Manager Rogers, Operations Manager Smyth, Legal Counsel Cowett, Treasurer Farrow, and Board Secretary Schoonderwoerd. Staff members: Jack Adam, Rick Alexander, Sue Mosburg, Bill Olson, George Silva, Don Thomson, and Dina Yorba.

• PLEDGE OF ALLEGIANCE TO THE FLAG
Director Welsh conducted the pledge of allegiance to the flag.

• OPPORTUNITY FOR PUBLIC COMMENT (Government Code Section (54954.3)
There were no members of the public present.

• CHAIR’S PRESENTATION
There was none.

ACTION CALENDAR ITEMS

1. ITEMS TO BE ADDED, WITHDRAWN, OR REORDERED IN THE AGENDA
There were none.

2. APPROVAL OF MINUTES

A. Director Welsh made a motion, seconded by Director Doud, that the Governing Board approve the minutes of the Special Meeting of July 18, 2008 as amended to reflect Director Welsh’s presence at the meeting. The motion carried.

B. Director Welsh made a motion, seconded by Director Doud, that the Governing Board approve the minutes of the Regular Meeting of July 23, 2008. The motion carried.

3. APPROVAL OF DEMANDS AND WARRANTS

Director Alkire made a motion, seconded by Director Welsh, that the Governing Board approve Warrants 115205 through 115362 including all voided checks. The motion carried.

4. OPERATIONS COMMITTEE (Meeting of August 6, 2008)

A. Director Doud made a motion, seconded by Director Welsh, that the Governing Board authorize the General Manager to execute an agreement with the California Water/Wastewater Agency Response Network (CalWARN). Program Services Supervisor Mosburg explained that this is a statewide response program used to support and promote statewide emergency preparedness, response, and assistance for public and private water and wastewater utilities. It is a mutual relationship that is entered into long before it is needed in order to quickly share resources even before an emergency is officially declared, and it provides an expansion on the relationships the Authority currently has with local agencies. The motion carried.

B. Director Doud made a motion, seconded by Director Welsh, that the Governing Board approve the reallocation of $135,000, which was approved in the FY 2008-09 budget for the Arizona Crossing modifications in the Habitat Management Program, to the preparation of a restoration plan and implementation strategy for the Habitat Management Program, in order to apply for a grant under the Transnet 2009 fund. Director of Environmental and Governmental Services Alexander explained that, since the approval of the current fiscal year budget, staff has become aware of a grant opportunity to help fund the reconstruction of the Habitat Management Program (HMP) areas burned during the Harris Fire. Having a plan and strategy in place now would give the Authority a greater advantage to receive more grants next year. The motion carried.

C. Director Doud made a motion, seconded by Director Welsh, that the Governing Board approve funding in the amount of $29,811.83, to be allocated from the Chemical Systems Upgrade Project, for the sole-source purchase of the Pulsafeeder high-pressure pump from Charles P. Crowley Company, 15861 Business Center Drive, Irwindale, California, 91706-2053, for the disinfection of Quagga Mussels in the imported storage supply. Director of Water Quality Thomson explained that untreated water supplied by CWA for storage in Sweetwater Reservoir is known to be contaminated with Quagga Mussels. To protect the reservoir from the untreated water, it needs to be disinfected, and this is the perfect time to implement this as a proactive measure. The high-pressure pump will also maintain compatibility with the pumps being installed as part of the Perdue Treatment Plant Chemical System Upgrades Project. The motion carried.

Note: Director Morrison entered the meeting at 6:20 p.m.

D. Director Doud made a motion, seconded by Director Alkire, that the Governing Board award a contract in an amount not-to-exceed $76,268 to Merz Construction, Inc., 646 Grand Avenue, Spring Valley, California 91977-2009 for the carpet replacement in the Administration Building. The motion carried.

E. Director Doud made a motion, seconded by Director Welsh, that the Governing Board award a contract in the amount of $317,003, to Koch-Armstrong General Engineering, Inc., 15315 Olde Highway 80, El Cajon, California 92021 for the Trench Pavement for the 2008-09 Metallic Main Replacement Program. The motion carried.
F. Administration building relocation update. General Manager Rogers reported that City of Chula Vista staff met with him and Mr. Smyth, conveying that they understood the Authority’s concerns with relocating to F Street. Therefore, they are proposing an alternate site, a five-to-seven-acre parcel owned by the City located north of the existing Chula Vista Nature Center parking lot and west of Interstate 5. The Committee visited the site and, after walking the property, authorized Management to continue investigation of the site. Some concerns raised include access, environmental issues, the adjacent railroad tracks, disposition of the overhead power lines, noise, and coordination with the adjacent bayfront development. Mr. Rogers pointed out that, logistically and on the surface, this appears to be a good location. Director Pocklington added that other options/locations should continue to be explored as well. This was an information item, and no action is required by the Governing Board.

5. REPORT OF SWEETWATER AUTHORITY DIRECTOR TO THE WATER CONSERVATION GARDEN AUTHORITY
Chair Beauchamp reported that there was no meeting in August.

6. NEW BUSINESS
There was none.

7. APPROVAL OF DIRECTORS’ ATTENDANCE AT MEETINGS AND FUTURE AGENDA
ITEMS

A. Director Pocklington made a motion, seconded by Director Welsh, that the Governing Board approve per diem for Directors who attended the California Coastal Commission Hearing on the Carlsbad Desalination Plant on August 6, 2008. The motion carried.

B. Council of Water Utilities, San Diego County Meeting at StoneRidge Country Club on Tuesday, August 19, 2008 at 7:15 a.m. – Program: “Water Issues in the Imperial Valley” presented by Al Kalin, Director, Imperial Valley Farm Bureau. Directors interested in attending this preapproved event will contact the secretary. No action was required by the Governing Board.

C. California Special Districts Association, San Diego Chapter Quarterly Meeting on Thursday, August 21, 2008 at 6:00 p.m. at the Courtyard by Marriott, San Diego Central – Program: “Drought Management Update with the San Diego County Water Authority and Current LAFCO Issues and Trends, with Harry Ehrlich and Michael Ott, San Diego LAFCO.” Directors interested in attending this preapproved event will contact the secretary. Director Doud announced that a special dinner meeting has been called for September 19th as well. No action was required by the Governing Board.

D. Director Pocklington made a motion, seconded by Director Doud, that the Governing Board approve per diem for Director Beauchamp’s attendance at the South County Economic Development Council’s 17th Annual Economic Summit on September 12, 2008. The motion carried.
E. ACWA Continuing Legal Education Workshop for Water Law Professionals on September 11-12, 2008 at the Napa Valley Marriott Hotel & Spa. No interest was expressed by the Board in attending this event. No action was required by the Governing Board.

8. REPORTS BY DIRECTORS ON EVENTS ATTENDED

Director Welsh reported on the NWRA Western Water Seminar on July 28th-30th, stating that this is a national organization where people from different parts of the country can be heard speaking to the issues of water. She is discouraged by how water issues are not being addressed adequately by the government. Director Doud added that Tim Quinn of ACWA gave a pep talk on California water issues, bonds, the Delta Smelt, etc. Other states reported on the challenges of rapidly urbanizing in the west, with similar water shortages such as in Idaho, Salt River Project, Colorado, etc. Bob Johnson, Bureau of Reclamation Commissioner, spoke on replacement values of our infrastructure – approximately $78 billion. He expressed concern over system failures and the Bureau’s need for more operating and maintenance dollars. For major rehabilitation the repairs are estimated at $3,129,486,195. Director Morrison added that much of this year’s legislation is pending, and that this is kind of an in-between year.

Director Doud reported on the First Friday meeting of August 1st. Supervisor Cox introduced Jill Kintner, age 26, who is the only female on the BMX Cycling Team for the 2008 Summer Olympics. She beat out another young woman by one point to make the team.

Director Pocklington reported on the National City Automobile Heritage Day on August 3rd. He stated that they distributed a lot of material. Director Welsh expressed concern that providing free items to the public may be sending mixed signals under current economic restraints. Director Thomas added that she would like to see some of the free handouts replaced with other items, such as a flier advertising the Cuyamaca College Project WaterWorks curriculum, Water Conservation Garden information in English and Spanish, and something promoting the water exhibit at the Natural History Museum. Director Morrison added that the event went well, and he would like to see perhaps some water conservation ideas posted on the front of the booth as attention getters. Director Alkire stated that the National City School District’s water conservation mural was very well presented and received. In response to Director Doud’s concern that he had an 8-10 a.m. shift and the event did not start until 10 a.m., General Manager Rogers reported that the 8:00 a.m. start time came directly from the Chamber. The Board’s suggestions will be brought to the Communications Committee for consideration.

Director Pocklington reported on the Chula Vista Interagency Water Task Force Meeting of August 4th, stating that the Sweetwater message was brought across that we need to cut back and move towards eliminating front lawns, etc. Director Doud added that there was a report on the Chula Vista grant to conduct studies on environmental assessments and outreach activities for areas west of 805 and south of L Street.

Director Beauchamp reported that there was no South County Economic Development Council meeting this month.
Director Thomas reported on the California Coastal Commission Hearing on August 6th, stating that the meeting was packed. On all of the votes taken with relation to the Carlsbad Plant, the only Coastal Commissioners allowed to vote whether the findings and conditions were acceptable were the commissioners who voted “yes” on the plant at the previous meeting. A total of 45 people were still waiting to speak at noon, and the Authority’s representatives present had to leave to be back at the office for the Operations Committee meeting. Director Alkire stated that there were two elected officials who made notable comments – one was Carlsbad’s Mayor Lewis, who encouraged that this be passed, and the other was Michael Aguirre, who was opposed.

Director Pocklington reported on the CWA Ethics Training on August 7th. He stated that the CWA’s general counsel, Dan Hentschke, gave a good presentation and he learned a lot that he had not learned previously at MWD. Chair Beauchamp stated that this is a very complicated issue and, with his consulting business, he has to be very careful.

Director Alkire reported on the Chula Vista Lemon Festival on August 10th. He was glad to see that the leaky faucets on the water buffalo had been repaired and worked perfectly. He also asked for some better sun protection for the afternoon shift crews. Director Thomas added that caution should be used when standing on the rubber mat under the booth, because her foot often gets caught in it. Director Doud commented that this was the biggest festival he had attended, and Director Alkire noted that they ran out of water cups.

Director Doud provided the secretary with a written report for the file on the meetings he attended.

9. REPORT OF TREASURER

Ms. Farrow reported on the year-to-date budget as of June 30, 2008. Water Revenue came in at $2,150,000 and 5.6 percent under the projected water sales for the entire year, which she reported is indicative of conservation efforts. Operating expenses for the year came in at $4,089,000 under budget, or 11.9 percent. Local water was used for three months, which contributed to this underage. Total water purchases came in $2.8 million under budget. She noted that the audit went well, and the full report will be forthcoming. She added that there were no big surprises, and the adjustments this year were minimal.

10. MANAGEMENT REPORT

A. Report of Operations Manager Smyth: Mr. Smyth reported that the Authority’s GIS Intern, Eman Ramos, won an award at the recent national ESRI GIS conference. Ms. Ramos’ entry in the poster contest in the “Best Software Integration” category won third place in a field of 800 entries. Ms. Ramos has been working in the field identifying the exact location of every water meter in the system with a GPS, and has written the programming to record useful information about each meter. She brings the data back and downloads it into a large database. Several vendors have been interested in this program. Information Systems Director Silva added that this information will provide us with more accurate information about the system’s meters. Data is also being collected for the Customer Service Section, and a Bluetooth-enabled GPS camera is being used to take photos of all of the meters as well. Mr. Smyth also reported that the septic system that has been at the Perdue Plant since the 1960s has been terminated and a sewer connection put in.

B. Report of General Manager Rogers: Mr. Rogers reported that following the recent Chula Vista Interagency Water Task Force meeting, Scott Tulloch, Assistant City Manager at the City of Chula Vista, requested a meeting to discuss the water crisis, its effects on the City of Chula Vista, local resource plans, and what the City could do to assist the Authority. In their morning meeting of August 13th, Mr. Rogers conveyed what measures are already underway at the Authority, the Authority’s low per capita usage, and the drought ordinance being prepared. It was a very productive meeting, and staff will continue its dialog with the City about what they can do to help out; for instance, new construction and landscape ordinances that model what is being done in more arid states like Arizona and New Mexico.

11. DIRECTORS’ COMMENTS

Director Welsh requested that an item be added to the next Board meeting agenda to discuss Sweetwater Authority’s Board policy on the code of ethics. She also has a CSDA handbook on Board governance policies that she can share and which she brought to the last Special Board training meeting. Since those policies relate to what Board members’ responsibilities should be and what their limits are, and they were not addressed at the special meeting, she would like them brought to the Board for discussion. She is concerned about being very clear about what a Board member should and should not do. Mr. Cowett stated he would work with management to bring this to the Board.

Director Doud commented that Eastern Municipal Water District lost nine fire hydrants off the street that were literally unhooked and taken away. He received an email from Harry Ehrlich stating that Senator Perata announced today a possible compromise on the state budget.

Director Pocklington noted that the meeting summary that the Board members are provided following the monthly CWA Board meeting is a good way for them to keep up-to-date with CWA’s activities. Of note on the last meeting summary was the delay in sending the Lakeside Water District’s annexation to MWD until they could come up with another extra acre-foot to compensate for the increase.

Director Thomas requested that management provide some data and projections in writing related to the availability of water now in relation to the growth that is projected for the municipalities of Chula Vista and National City and for the Bayfront Project. She is still not comfortable answering questions related to availability, and would like some of the responses shared with the Board and more concrete data provided. She had questions regarding promises that may have been made in the Bayfront EIR, but the EIR does not have specific plans. How do we answer questions whether we have enough water for projected growth? Director Pocklington stated that staff is working on a drought ordinance, and perhaps we may want to bring this all together in a workshop discussion.

Director Alkire noted a news article at the Directors’ places about a water crisis looming over Beijing, and added that it is a scary thing for China.

Director Morrison announced that the State of the City address will take place in National City on Thursday, September 18th. There will be a preopening for a new church that seats 1,600 people.

Chair Beauchamp commented that he was very pleased with Miguel Alvarez’s promotion to Customer Service Supervisor. He would like to see, now that management is settled in, a review of the succession plan and how we are going to look at moving promotions. If it needs to be in closed session, that is fine. He wants to review the process; who is coming, who is going on permanent leave; if we are still looking for promotions within or promotions outside; and what the philosophy is of the management. He wants to look at that as an organization and make sure we understand it, even if we are not 100 percent with it. That is a concept that he has. He wants to look long-range because he sees a lot of people retiring and he is getting nervous that we are going to be able to find the people that will keep things going here, because it is a very technical organization.

12. CLOSED SESSION
There was none.

13. ADJOURNMENT

With no further business before the Board, Chair Beauchamp adjourned the meeting at 8:08 p.m.