CALL TO ORDER: The Board of Directors’ meeting of the Mid-Peninsula Water District was called to order by President Zucca at 6:30 p.m.
A. ROLL CALL:
PRESENT: Directors Altscher, Feldman, Linvill, Vella and Zucca
ALSO PRESENT: General Manager Regan, General Counsel Cassman, Secretary Remeleh, and Engineer O’Flaherty
STAFF PRESENT: Superintendent Michael Anderson, Brent Chester and Sara Abou-Remeleh.
MEMBERS OF PUBLIC:
None
PRESIDENT: President Zucca presiding.
Whereupon the following proceedings were duly had:
B. PLEDGE OF ALLEGIANCE:
General Manager Regan led in the Pledge of Allegiance.
C. APPROVAL OF MINUTES:
The minutes of the Regular Board meeting of June 26, 2008 were unanimously approved on a motion by Director Altscher and seconded by Director Vella.
D. PUBLIC COMMENTS:
None
E. WATER CONSERVATION:
General Manager Regan opened the discussion on this item. He reminded the Directors that at the prior month’s meeting the Directors were asked to give input on 3 items. He formally requested the Directors respond to staff even if they have no changes, comments or questions on items up for their review. Secretary Remeleh reported on the conservation plan. She stated that comments that had been received will be added to the plan and a timeline will be provided to the Board at the next regular meeting. She also reported she received a few comments from the Directors on the conservation banner and would attempt in incorporate them into the finished banner. She stated that staff had also received a banner from the Water Savings Hero Program. Secretary Remeleh reported the quarterly WaterLine Newsletter had been mailed to the customers and the monthly mailings and stuffers continue to go to the customers including a graph that keeps the customers informed on their conservation efforts. She reported that Water Upon Request packages have been delivered to participating restaurants. She stated the Directors received the final report on the WaterWise Program from last school year’s participation. President Zucca asked about the California Urban Water Conservation Council’s (CUWCC) BMP on commercial water audits. He stated there are consultants that specialize in this and this could be an avenue for staff to look into. Director Vella asked if we had participated in any discussion with customers on replacing the grass fields with synthetic grass to eliminate the irrigation for the grass. Manager Regan stated meetings will be held with community leaders to discuss conservation. He stated that items like this would be discussed at these meetings. The synthetic grass is a good option but is very expensive.
Director Vella stated the optimum time to get into discussions with leaders is when the projects are in the planning stages.
F. FOLLOW UP ON ORGANIZATION ASSESSMENT:
Manager Regan led this discussion. He stated Susan Couden had met with all the employees to go over the findings of the Organization Assessment. He stated the meeting went well. There is room for improvement and hopefully through the process more employees will participate. He stated a meeting had been set with Susan to go over next steps but due to illness the meeting had been postponed. The General Manager has implemented weekly meetings with employees to go over any personnel issues there may be, including ideas for training and consideration of reinstating prior practices. He stated this meeting takes place every Monday morning and so far all seems to be going well. Meetings have an agenda and timeline and after the meeting is completed minutes are written and employees get a copy to approve at the next Monday’s meeting. Manager Regan stated the employees are very receptive to the meeting. Director Altscher stated his major concern on the assessment was the comment made by Susan that most of the employees feel frightened, intimidated, etc over one or two employees who are creating some problems. Director Altscher stated that this is one of the most important issues to be dealt with especially due to safety concerns. Manager Regan stated the employees will be discussing the issues in these meetings with the hope to resolve them by engaging in dialog, coming up with ways to resolve the issues and relying on each other for support. He also stated where necessary employees are placed into jobs that keep the tension and safety issues to a minimum. Director Linvill asked if the District has a formal grievance procedure. Manager Regan stated the District does have such a policy but the employees don’t always understand it or follow it and in the past some employees have bypassed the steps. This will be a topic for discussion for a Monday meeting to make sure all employees understand the grievance procedure.
G. DISTRICT’S INSURANCE PROGRAM FOR F/Y 2008/2009:
Secretary Remeleh gave a brief overview of the District Insurance Program and stated all the Director’s questions had been answered. The next step would be to decide if the Directors wanted additional Excess Umbrella Liability coverage. President Zucca stated the item before the Board is whether to increase the Excess Umbrella Limit and if so, by $5,000,000 or $10,000,000. On motion by Vice President Feldman and seconded by Director Linvill, the Board unanimously approved increasing the District Excess Liability Policy by $10,000,000 at a cost of $15,730.59.
H. REJECTION OF CLAIM FROM CRAIG MUSIC:
General Manager Regan reported a staff member had been involved in a traffic accident. Before the Board was a claim for damages. Manager Regan stated the process of rejecting the claim is part of the formal Government Tort Claims process. After the Board rejects the claim, the matter will be turned over to the District’s insurance broker for resolution. On motion by Director Vella, seconded by Director Altscher, the Board unanimously rejected the claim from Craig Music.
I. FOSTER CITY REQUEST FOR TEMPORARY USE OF INTERTIE:
President Zucca advised the Board that a letter had been received from the President of the Estero Municipal Improvement District (EMID) requesting a reduction of the District’s commercial rates during a project they have planned on their single supply line for approximately one week in February. He stated the Board had requested staff look into the issue of the demand on our system and the costs of providing EMID the water including staff labor and any other associated costs so that the Board could make a decision on the rate. General Counsel Cassman stated they had looked at the Proposition 218 issue and found that in this situation where you are giving a very temporary break in rates and no other District customer would have to pay more to cover the cost to serve this water at a reduced rate, Proposition 218 does not apply. A lengthy discussion ensued among the Board members regarding the policy considerations. On motion by Director Linvill, seconded by Director Altscher, the Board directed staff to do a comprehensive cost analysis to determine an appropriate one time reduction in the commercial rates that covers all of the District’s costs, both direct and indirect, to apply to EMID during its Capital Project by a vote of 4 to 1, (Vice President Feldman, no vote).
J. CHANGE IN NOVEMBER & DECEMBER BOARD MEETING DATES:
Due to the fact that the November and December Board meetings fall on Thanksgiving and Christmas the Board needs to change the dates of its regular Board meetings. After a brief discussion it was unanimously approved to change the November Regular Board Meeting to November 19, 2008 and the December Regular Board Meeting to December 18, 2008 on motion by Director Vella, seconded by Vice President Feldman.
K. BAWSCA REPORT:
Director Vella reported that the meeting of the BAWSCA Board of Directors primarily focused on the water conservation efforts for the entire BAWSCA region. He stated for the entire region usage was down approximately 12% for the period of April through July 9, 2008. Director Vella reported the SFPUC CIP program schedule remains on target with a completion date of 2014. The overall cost for the program has increased by 3.2% and now is projected at $139,000,000.
L. DIRECTORS’ REPORTS:
Director Altscher reported he had met with the General Manager and thanked him for taking time out of his schedule to meet with him. He also reported there is a new paper in town called the Daily Post in case the District may need another avenue to reach its customers. Director Linvill reported that she and Director Feldman met with the District staff in an informal setting to discuss any issues they may have had and to explain the budget and how it works. They answered numerous questions from Staff and felt the meeting went well. Director Vella reported he will be out of the country for the next Board meeting and returning on September 25, 2008, in time for the September Board meeting. He also reported he met with the General Manager to discuss many items and thanked him for his time. He also expressed looking forward to meeting with the employees when it is his turn to sit down and talk with them. Vice President Feldman reported he was also in attendance at the Employee meeting with Director Linvill.
M. MANAGER’S REPORT:
Manger Regan reported the Exbourne Tank Project is moving right along and will be on target. He also reported on the main break on Alameda and Sharon. He also reported on the new diesel emissions program. He explained the costs required to be 60% compliant by 2009 are astronomical. Manager Regan advised the Board that staff had met with a representative from Solar City on outfitting the operations building with solar panels. He will be giving a report on the findings to the Board. On motion by Vice President Feldman, seconded by Director Vella, the Manager’s Report was unanimously approved.
N. FINANCIAL REPORTS:
Following review of same, on motion by Vice President Feldman, seconded by Director Linvill the Financial Report was unanimously approved.
O. FUTURE NEW BUSINESS ITEMS-SUGGESTIONS BY THE BOARD MEMBERS:
Director Vella requested that Mike Vreeburg attend a future Board meeting so the Board can become acquainted with him prior to the next renewal of the District’s Insurance Program.
