CALL TO ORDER: The Board of Directors’ meeting of the Mid-Peninsula Water District was called to order by President Vella at 6:30 p.m.
A. ROLL CALL:
PRESENT: Directors Altscher, Linvill, Stuebing and Vella.
ALSO PRESENT: General Manager Regan, General Counsel Cassman, Secretary Remeleh and Engineer O’Flaherty.
STAFF PRESENT: Henry Young, Ron Leithner, Jeanette Kalabolas, Chris Michaelis, Jon Tscharner and Sara Abou-Remeleh.
MEMBERS OF PUBLIC:
Victor Fung from Pakpour Consulting.
PRESIDENT: President Vella presiding.
Whereupon the following proceedings were duly had:
B. PLEDGE OF ALLEGIANCE:
Engineer O’Flaherty led in the Pledge of Allegiance.
C. APPROVAL OF MINUTES:
The minutes of the Special Board meeting of January 14, 2010 and the minutes of the Regular Board Meeting of January 28, 2010 were unanimously approved as corrected on a motion by Director Stuebing and seconded by Director Altscher.
D. PUBLIC COMMENTS:
None.
E. PUBLIC HEARING:
President Vella opened the public hearing for the consideration of adoption of Indoor and Outdoor Water Use Efficiency Ordinances.
Manager Regan explained in 2008 SFPUC decided to limit the water supply available from the San Francisco regional water system to the City of San Francisco and to the BAWSCA member agencies effective until at least 2018. As a result, without increased water conservation, water demands within the BAWSCA service area are projected to exceed available supplies by 2015. In addition to needing to save water to live within the current supplies, the BAWSCA agencies are also being required by new state regulations to conserve additional water and to enforce new indoor and outdoor water efficiency standards. Adoption and implementation of the ordinances was identified as one mechanism by which MPWD could augment current water conservation efforts to comply with the new state regulations, reduce future water demand and live within current supplies. The ordinances were developed by a working group consisting of representatives from BAWSCA’s member agencies and representatives from the associated land use jurisdictions in Alameda, Santa Clara and San Mateo Counties. Both ordinances will provide MPWD with regulatory tools that can be used to comply with the new state regulations.
Secretary Remeleh explained that all necessary steps were taken to notify the public of the hearing and the District has not received any correspondence regarding the hearing from the public.
President Vella opened the floor for public comment. There were no members of the public in the audience.
General Counsel Cassman stated that the District has met the obligation to give the public an opportunity, as required by the Water Code, to speak or provide comments on the proposed conservation measures that this District is considering. The Board can proceed to close the hearing and discuss the ordinances.
President Vella asked for a motion to close the public hearing.
The Board unanimously approved closing the public hearing on the adoption of the Indoor and Outdoor Water Use Efficiency Ordinances on a motion by Director Altscher, seconded by Director Stuebing.
Director Altscher inquired as to how the District compares to other water Districts outside of the Bay Area regarding such requirements that are being proposed.
President Vella explained that the ordinances being proposed are model ordinances that were developed by BAWSCA and the proposed requirements are designed to conserve enough water too meet the available supply of water SFPUC will have between now and 2018. SFPUC stated that they will not be increasing the capacity of water delivered to BAWSCA agencies. The ordinances also assure that the State regulations are met.
President Vella also explained that it is hard to compare to other agencies outside of the Bay Area because not all water usage in the state is metered and because most of the BAWSCA agencies are commercial and residential usage whereas other areas have irrigation and other usage.
General Counsel Cassman commented that these ordinances mirror and in some instances are more aggressive than other ordinances that will and have been put in place across the state.
Director Stuebing also commented that in Santa Cruz upon selling a house it is required that all toilets, faucets and showers are required to be inspected to meet state regulations.
General Counsel Cassman suggested an extension of up to 60 days before the Board takes final action on this issue. Staff has not had enough time to contact and advise the two cities and the County in the District’s service area of the Boards intention to adopt these ordinances and give them adequate time to respond to the proposed ordinances.
Director Altscher stated that, he believes that staff should be allowed the time to notify all parties involved with these ordinances. President Vella also believes that all of the people involved in this should be notified before the ordinances are adopted. Staff was directed to send a letter to Belmont, San Carlos and the County regarding the Boards desire to adopt these ordinances and to ensure coordination and cooperation with these agencies regarding these regulations.
F. EXBOURNE TANK PROJECT:
Victor Fung reported that as of February 12, 2010, R.E. Smith has completed 72% of the work and there is about 76 days remaining on the project. In the last month the contractors have finished erecting the steel tank and at the same time the steel crew has been demobilized. Currently the painting crew is being mobilized. The contractor has been preparing to begin building the pump station. In the next couple of months the contractor will finish the tank painting and finish the pump station. Offsite work that has been completed is paving the roadways in the City of San Carlos. There was one complaint about the noise from the sand blaster, but that issue was resolved by building a hay wall around the generator to reduce the noise. The project is 35 calendar days behind, partly due to the weather, but has made up 11 days since last month. Victor Fung advised progress payment #7 in the amount of $86,614.07 was in order and ready for payment and there have been no change orders. Victor also presented the Board with pictures from the project. He also informed the Board that the contractor has asked for a 5% reduction in the retention and the District is declining their request.
Director Altscher stated that the project seems to be pretty close to the deadline that we have given to our customers.
Manager Regan stated that if neighbors of the tank have any questions or concerns, they are promptly taken care of.
G. BELMONT COUNTY WATER DISTRICT EMPLOYEE ASSOCIATIONS REPORT:
Vice President of the Belmont County Water District Employee Association, Jeanette Kalabolas, reported that the association met with management and went over the Association bylaws. Both management and the Association have agreed that before the Association could move forward they are requesting that the Board appoint a Public Relations Employees Officer.
Vice President Linvill asked when was the last time there was a Public Employees Relations Officer at the District.
Manager Regan explained that the past three General Managers, including himself, have held this office.
Vice President Linvill suggested that this be the way it stays.
H. REGULATIONS FOR METER READING/BILLING PRACTICES:
Director Altscher said that it has come to his attention that the District does not have a set policy for the meter reading schedule. The District usually stays within the 27 to 35 day schedule, but no specific dates are stated.
Secretary Remeleh stated that the billing system is set to keep the reading periods between a 27 and 35 day schedule, but she does agree that there should be something included in the policy concerning this matter.
Staff will present the Board with a draft amendment to the master ordinance establishing water service regulations.
I. WATER CONSERVATION:
Jeanette Kalabolas reported that she has been working on a hotel marketing package. The project should work with the restaurant table tents that the District has put out in the past. She is hoping to get all of the hotels and motels in the area to put the table tents in each of the guest rooms. The tents will encourage guests to conserve water by reusing their towels and sheets during their stay in the room. In addition she reported that she has been working with BAWSCA on the large landscape program. This project helps commercial properties with large areas of landscaping by providing a water budget and tracking usage and savings. She has also been working with the City on getting a booth at the Spring Craft Fair. MPWD will also be hosting and BAWSCA Spring Water Efficient Landscaping class on May 22, 2010 from 9:00am to 12:00pm at the District.
She reported that the District received letters from Fox School 3rd graders, thanking the District for hosting their field trip. There are 2 more field trips planned for the upcoming months.
Director Altscher asked if the District offers some kind of plaque or certificate for the hotels and motels to show their guests that they are part of our conservation program.
Jeanette explained that it is not part of the program, but it is a good idea to consider.
J. FUTURE LAFCo COMMISSIONER OPENING:
Director Altscher is asking his fellow Board members to take action on two items. Director Altscher sits as an alternate on the LAFCo Board and there will be an opening on the LAFCo Commission Board in May. He is asking for the Board’s support in his attempt to be appointed to the vacancy. He is also asking for an order of authority for the Board members to accept and sign the voting form when it comes in the mail. The order will be President Vella, Vice President Linvill, Director Zucca, Director Stuebing and then Director Altscher.
K. CERTIFYING MPWD AS A GREEN BUSINESS:
Secretary Remeleh reported that there was an article about the District being certified as a green business in the Daily Journal.
President Vella asked if the green program would require a budget.
Manager Regan explained that there will be things such as solar panels that will need to be a budget item, but the program will not require an additional budget.
L. RATE STUDY WORKSHOP DATE:
The Board decided on Monday the 8th of March at 6:00 to have the workshop meeting on the financial analysis and water rate study.
M. DIRECTORS’ REPORT:
Director Stuebing reported that he was pleased to be at the County Supervisor’s meeting where the District received their Green certification and he congratulated staff on a great job.
Director Altscher reported on his attendance at the California Legislative Regional Workshop with Vice President Linvill, Secretary Remeleh and District Superintendent Henry Young. It was very well done and organized.
Vice President Linvill also reported on the Regional Workshop. She thought is was very well put together and the presentations were very impressive. She was pleased to see that there will be work done with the League of Women voters. She also stated that the California water package has already been approved, but there is a water bond that will go before the public for a vote. She also takes seriously the Employer/Employee Relations Resolution and she would like to see the District have an HR audit.
President Vella also reported on the County Supervisor’s meeting. He also attended the HIA meeting with the General Manager and the Superintendent. Manager Regan spoke about the budget and President Vella reported on the Indoor and Outdoor Water Use Efficiency Ordinances.
N. MANAGER’S REPORT:
Manager Regan reported that the meter maintenance program has been started. He also reported that he had spoken with Don Matte from the City concerning the City taking on slurring the streets in Belmont. There have been very few leaks in the system, but there have been issues with tree roots breaking mains and pushing valve cans.
The Manager’s report was unanimously approved on a motion by Director Altscher, seconded by Director Stuebing.
O. FINANCIAL REPORT:
Manager Regan explained that the District is doing well with the financials. District Treasurer Ira will be attending next month’s Board meeting. Vice President Linvill asked why certain items were under current assets. Director Linvill would like to speak with Treasurer Ira about making the financial report easier to understand.
The Financial Report was unanimously approved on a motion by Vice President Linvill, seconded by Director Altscher.
P. FUTURE NEW BUSINESS ITEMS-SUGGESTIONS BY THE BOARD MEMBERS:
Position on State propositions, HR Audit, Indoor and Outdoor Water Use Efficiency Ordinances.
Q. COMMUNICATIONS:
None.
R. ADJOURNMENT:
President Vella adjourned the meeting at 8:30 p.m. The next regular meeting of the MPWD Board is scheduled for Thursday, March 25, 2010, at 6:30 p.m. in the District’s administrative offices at 3 Dairy Lane, Belmont CA 94002 
