A. ROLL CALL:
PRESENT: Directors Altscher, Linvill, Stuebing, Vella via phone and Zucca.
ALSO PRESENT: General Manager Regan, General Counsel Belloli, Secretary Remeleh, Treasurer Ira and Engineer O’Flaherty.
STAFF PRESENT: Henry Young, Brent Chester, Jon Tscharner, Brad Burwell, Stan Olsen
MEMBERS OF PUBLIC: Joubin Pakpour and Martha Poyatos
PRESIDENT: President Vella presiding.
Whereupon the following proceedings were duly had:
B. PLEDGE OF ALLEGIANCE:
President Vella led in the Pledge of Allegiance.
C. REORGANIZTION OF THE BOARD:
President Vella commented that it has been a very enjoyable year as President of the Board. He highlighted the changes and accomplishments that occurred during his term as President including MPWD becoming a green business, former Director Feldman retiring from the Board and Director Stuebing being appointed to the Board, the completion of the Exbourne Tank project and Director Altscher being appointed to the LAFCo Board of Directors. He also thanked everyone for the support and guidance throughout his term and emphasized what a pleasure it was to work with the MPWD Staff and Board Members.
President Vella opened nominations for the office of President.
On a motion by Director Altscher seconded by Director Stuebing, the Board unanimously elected Betty Linvill as the President of the Board.
Vice President Linvill proudly accepted the nomination.
President Linvill opened nominations for Vice President.
On a motion by Director Zucca seconded by Director Stuebing, the Board unanimously elected Director Altscher as Vice President of the Board.
Director Altscher accepted the nomination.
D. APPROVAL OF MINUTES:
The minutes of the Regular Board Meeting of November 17, 2010 were unanimously approved as corrected, on a motion by Director Altscher and seconded by Director Stuebing.
E. PUBLIC COMMENTS:
None.
F. MID-PENINSULA WATER DISTRICT SAN MATEO LOCAL AGENCIES FORMATION COMMISSION MUNICIPAL SERVICE REVIEW:
Martha Poyatos the Executive Director of the San Mateo Local Agencies Formation Commission (LAFCo) gave a presentation to the Board of Directors on the District’s upcoming Municipal Service Review (MSR). Ms. Poyatos started by explaining the purpose of LAFCo and what the MSR was. Ms. Poyatos then gave an overview of the District and its service territory. She talked about the District’s infrastructure and its maintenance. She also talked about the District’s finances, rates and the District’s pay as you go policy. She discussed any opportunities that may exist if the District were to share responsibility with other agencies. She also praised the District’s website. She explained that there is a plan of what would happen if the District became a subsidiary District to the City or transferred the water system to another agency. She also explained the District’s active and inactive powers.
A final report will be comprised and distributed to the District.
President Linvill thanked Ms. Poyatos for the presentation.
Director Altscher asked Ms. Poyatos to explain the process of the District becoming subsidiary to the City of Belmont.
Ms. Poyatos explained that a study would have to be done by the City and the District to see what the savings would be if this process were to take place. There would need to be an initiation by resolution of either the City or the Water District and there is typically a consensus between the two elected bodies.
G. AUDITOR’S REPORT ON FINACIAL STATEMENT FOR FISCAL YEAR 2009-2010:
Vik Rodriguez with Maze & Associates gave a report on the District’s annual audit of the District Financial Statements. Maze & Associates issued an unqualified opinion which is the highest opinion the District can receive. Although there were few, fluctuations were highlighted on the financial reports. The internal controls were also reviewed and they were found to be adequate.
On a motion by Director Stuebing seconded by Vice President Altscher, the auditor’s report on financial statement for fiscal year 2009-2010 was unanimously approved by the Board.
H. EMPLOYEE SERVICE AWARD:
President Linvill recognized Jon Tscharner for his 20 years of service to the District. Jon began working for the District in 1990 and has done work in the distribution and production departments, and as a maintenance worker. In 2003, he obtained his Grade 1 Distribution Certificate, and in 2006, he received his Grade 2 Distribution Certificate. He has also passed his Class B License test in 2008. He has provided services to the District that include many duties, from meter reading to mainline replacement. She congratulated Jon on his 20 years of service.
Jon thanked the Board and said it is has been a real joy working for the District.
The Board thanked Jon for his service.
Brent Chester also presented Jon with a gift certificate on behalf of the Belmont County Water District Employee Association.
I. BELMONT COUNTY WATER DISTRICT EMPLOYEE ASSOCIATION REPORT:
Rick Bisio reported that there will be a meeting next month where the association will discuss the future of the Association. He also thanked the Board for putting this on the agenda each month, but his recommendation would be that it be removed until the Association has met and requests it to be on the agenda again.
The Board will wait for the recommendation of the Association before the agenda item is removed.
J. WATER CONSERVATION:
Secretary Remeleh reported that Henry Young, Brent Chester and Jeanette Kalabolas met with Doug Donaldson from Donaldson & Associates regarding the Urban Water Management Plan which is due in June of 2011. Jeanette also attended the BAWSCA Water Resource Committee Meeting. Secretary Remeleh also reported that the District hosted two more field trips for 150 2nd and 3rd graders from Belmont schools. There will be two more field trips in a few months.
Director Zucca reminded the Board of the subcommittee that was formed for discussion about the Urban Water Management Plan and suggested that another one be formed for the upcoming plan.
A subcommittee was formed of Director Zucca and Director Stuebing.
K. FIXED BASE METER READING SYSTEM:
Manager Regan presented the Board with an updated report. He also reported that General Counsel Cassman is working to compose a contract for this item. Staff is working with the City to figure out what the requirements of the City would be in order to move forward with the project. The District is waiting for reply from the City.
Director Altscher suggested sending the City a memo informing them of the District’s plan for installing the pole for the system.
Manager Regan also reported that Request for Proposal’s were sent out for the communications plan for the fixed base meter reading system.
There have been two responses and Staff is recommending that LucyCo be hired to handle the communication plan.
Manager Regan explained that there is $350,000.00 budgeted for this project. By the end of the project, in 4 or 5 years, the cost of the project will be $2,000,000.00.
President Linvill requested that there be a regular report on this project.
L. REALLOCATION OF FUNDS FOR CAPITAL PROJECTS:
Manager Regan explained that the $500,000 budgeted for the Buckland Tank Project this fiscal year, will be postponed to next year. The City of Belmont has requested that MPWD lower the main in front of the Emmitt House because the streets will be redone in that area and the main is too shallow for the project. There will also have to be further main work done down O’Neill, El Camino and Sixth Ave. Manager Regan is requesting that the Board reallocate $300,000.00 of the money that was budgeted for the Buckland Tank Project to the main replacement and facilities maintenance. This money will also cover the additional expenses it took to complete the Ewell Mainline Project.
Director Stuebing asked when the City has scheduled to begin the project.
Manager Regan explained it would probably start around July and he would like to begin the main replacement in April.
Director Zucca asked if the City would be willing to wait for the project to be done after next fiscal year since the District was not able to budget for it this year.
Manager Regan explained that the City was not pushing too hard, but they would like to stick to their schedule that they have set.
Vice President Altscher suggested that there be better communication and understanding of the City’s projects at the bimonthly meetings between the City and Water District.
President Linvill suggested that meeting minutes be sent over to the City after the meetings to be sure that everybody is on the same page about upcoming projects.
On a motion by Director Stuebing seconded by Director Zucca, the Board unanimously approved the reallocation of funds for capital projects.
M. BAWSCA REPORT:
Director Vella reported that BAWSCA had their last meeting of year, and due to the November elections there were several new faces representing the agencies in BAWSCA. Due to an archeological finding in Redwood City, the SFPUC will have to relocate some of the piping running through Redwood City for the Capital Improvements Project. He also reported that the project is benefiting from favorable bids from contractors. The Chair for BAWSCA will probably be changing next month and Barbara Pierce is the candidate for that position.
N. DIRECTORS’ REPORT:
Director Vella attended the Chamber of Commerce Christmas Tree Lighting Ceremony.
Vice President Altscher also attended the Christmas Tree Lighting Ceremony. He also reported that he met with Superintendent Henry Young for a better understanding of the update to the Interim Supply Agreement. Superintendent Henry Young came very prepared and Vice President Altscher was impressed with the initiative and leadership that Henry took to give Vice President Altscher a better understanding of the update. Vice President Altscher thanked Henry.
Director Stuebing reported that he attended the HIA meeting with Manager Reagan and complimented him his response to a question about the Capital Improvement Project.
Director Zucca thanked Hanson Bridget for the invitation to the AB1234 Ethics training along with the BAWSCA Board Members. He always considers the training a great opportunity. He also reported about SFPUC has adopted their final Interim Supply Allocations (ISA), which will be key components of the Urban Water Management Plan the District is preparing.
O. MANAGER’S REPORT:
Manager Regan reported on the Dekoven Tank cleaning. The District will be trying a more water efficient way to clean the tank and letters have been sent to the surrounding neighbors explaining the process. There will also be a barricade with a sign explaining the project set up around the tank site. He also reported that there was a leak on the Karen Road main. This main will be a priority main for replacement next year. Due to the new wall put up, the mobile home park next to the main cannot afford to have a too much water in that area because it is unable to drain well. The main will need to be replaced to avoid further breaks.
Manager Regan informed the Board that he will be looking to put together a trailer to carry all of the cooking equipment required to cook for the field trips. Since there are so many children to cook for it can take up to three days to setup the equipment.
On motion by Director Stuebing, seconded by Director Zucca the Manager’s Report was unanimously approved.
P. FINANCIAL REPORT:
Treasurer Ira reported that the water sales are up for the November report. He reported that due to anomalies this year the net loss is down, but is not a huge concern. Another big change for the future is that the CalPers Board will be meeting to make an adjustment of the return rate of investments which will affect the District’s budget going forward.
Director Zucca inquired about the $80,000.00 expense for smog vehicles.
Manager Ragan explained that the District has to outfit the District’s heavy equipment to meet emission standards for the new smog requirements.
Vice President Altscher asked if there may be a grant to help the District fund the outfitting of the vehicles.
Manager Regan explained that other agencies are also having trouble figuring out this issue and no funding has been found to assist with the costs.
On a motion by Vice President Altscher seconded by Director Stuebing, the Board unanimously approved the Financial Report.
Q. FUTURE NEW BUSINESS ITEMS-SUGGESTIONS BY THE BOARD MEMBERS:
Manager Regan invited the Board to the Employee Appreciation BBQ on January 21st. There will be a Closed Session for the GM Performance Review scheduled. A Goal Planning Meeting will also be scheduled to discuss the District’s plans and goals for the coming year. Vice President Altscher suggested that the Goal Planning Meeting be a special meeting to enable the Board and Staff to spend a substantial amount of time discussing goals. Comparison between CalPers/Pars for Other Post Employment Benefits trust funds.
R. COMMUNICATIONS:
The District received thank you notes from the former Mayor and the kids and teachers from the field trips. There were also two letters, one from Palo Alto and one from Menlo Park, regarding the ISAs.
S. ADJOURNMENT:
President Linvill adjourned the meeting at 8:37 p.m. The next regular meeting of the MPWD Board is scheduled for Thursday, January 27, 2011 at 6:30 p.m. in the District’s administrative offices at 3 Dairy Lane, Belmont CA 94002.
