Board Meeting - 9/12/2017
MINUTES OF THE BOARD OF DIRECTORS OF SERRANO WATER DISTRICT
The Board of Directors of the Serrano Water District met in a regularly scheduled board meeting on Tuesday, September 12, 2017. The meeting was held at the District Office located at 18021 Lincoln Street, Villa Park, California.
CALL TO ORDER: President Bryant called the meeting to order at 8:32 a.m.
ROLL CALL:
BOARD OF DIRECTORS MEMBERS PRESENT:
Frank Bryant President
Greg Mills Vice President
C.L. “Larry” Pharris, Jr. Board Member
Jerry Haight Board Member
Brad Reese Board Member
BOARD OF DIRECTORS MEMBERS ABSENT:
STAFF PRESENT:
Jerry Vilander General Manager
Ann Michel Director, Finance & Administration
Laura Heflin Administrative Assistant
Joel Kuperberg Legal Counsel
GUESTS PRESENT:
Katie Pringle Curt Pringle & Associates
Fred Alexander Villa Park Resident
PUBLIC COMMENT
Fred Alexander announced that he sits on the Board at Cal State University, Fullerton. Mr. Alexander stated that he has previously spoken with General Manager Vilander about the possibility of the District asking the engineering students to develop an app, etc., to assist with a specific project. General Manager Vilander responded that he will take the matter up at with the Directors at the various committee meeting to determine if there is a need.
BOARD MINUTES
Consideration of Serrano Water District Board Meeting minutes of August 8, 2017. Director Mills moved that the minutes of the August 8, 2017 meeting be approved as amended, Director Pharris seconded the motion, and the motion was unanimously carried with Directors Bryant, Mills, Reese, Haight and Pharris voting yes.
GENERAL MANAGER REPORT
General Manager Vilander summarized the status of Board Committee and management matters as agendized for the month of August. Highlighted items included an update on the audit status and that it has been completed. General Manager Vilander and Ann Michel will be meeting with the Finance Committee to discuss policy recommendations which will be brought back to the Board. The Director’s holiday event has been scheduled for December 17th at 6:00 p.m. Restaurant recommendations were made. Laura will contact the restaurants for availability. The employee recognition event has been scheduled for Thursday, December 14th at 11:30 a.m. at Concourse Bowling. A tab has been added to the District website entitled “Dam Safety” with a corresponding link to the Division of Safety of Dams evaluation program. Water consumption is 16% below August 2013 usage. President Bryant reported at the water policy forum meeting it was announced that if tunnels are constructed, it would cost $122 more for every acre foot of water that MET delivers. This will raise BPP cost as well as the surface water cost.
FINANCIAL REPORT
Following presentation of the financial report by Ann Michel, Director of Finance and Administration, it was moved (Director Mills), seconded (Director Reese), and unanimously carried with Directors Bryant, Pharris, Haight, Mills, and Reese voting yes to approve the disbursements in the amount of $265,164.90. Ann Michel informed the Board that the Finance Committee has recommended that $250,000 be transferred to LAIF and $250,000 be transferred to the County of Orange. The Board authorized staff to transfer the funds. Director Reese enquired about AT&T rates and Ann responded that they are in the process of adjusting the bills retroactively. Director Reese also asked about long distance charges and Ann responded that they are being reviewed.
WATER REPORT
Ann Michel, Director of Finance and Administration, presented the water report. It was moved (Director Pharris), seconded (Director Mills), and unanimously carried with Directors Bryant, Pharris, Mills, Haight and Reese voting yes to receive and file the water report. General Manager reported that the cost of water study is complete, and staff is in the process of compiling data.
RESOLUTION NO. 2017-09-01 OF THE BOARD OF DIRECTORS OF SERRANO WATER DISTRICT REVIEWING, AMENDING AND RESTATING THE DISTRICT’S STATEMENT OF INVESTMENT POLICY
Attorney Kuperberg reviewed Resolution No. 2017-09-01. Following discussion, it was moved (Director Haight), seconded (Director Mills), and unanimously carried with Directors Bryant, Pharris, Haight, Mills and Reese voting yes to adopt Resolution No. 2017-09-01 as presented. Director Pharris requested a redlined copy in addition to the final going forward on items such as this.
WELL #5 VFD BIDS
Following discussion led by General Manager Vilander, it was moved (Director Mills), seconded (Director Pharris), and unanimously carried with Directors Bryant, Pharris, Haight, Mills, and Reese voting yes to authorize General Manager Vilander to issue a purchase order in the amount of $98,345.00 to Hunter Electric with an additional 10% of contingency up to $9,835.00 for the purchase and installation of a variable frequency drive on Well #5.
WELL #5 MAINTENANCE
Director Haight expressed concern about the contingency amount of up to $22,000 as well as the estimate of between $90,000 and $110,000. General Manager Vilander provided an explanation supporting the need for the additional funds. Following discussion led by General Manager Vilander, it was moved (Director Pharris), seconded (Director Mills), and unanimously carried with Directors Bryant, Pharris, Haight, Mills, and Reese voting yes to authorize General Manager Vilander to issue a purchase order in the amount of $110,000 to General Pump Company with an additional contingency of up to $22,000 to perform maintenance on the Well #5 pump and well.
CORRESPONDENCE
None.
DIRECTOR COMMENTS AND REPORTS
Director Mills requested that an item be placed on the October agenda regarding new location for well site. Director Reese reported that the Boy Scouts have asked if they can store their 16-foot trailer on District property with access during normal business hours. The Board of Directors directed General Manager Vilander to review the space available in the District yard and bring back a policy for Board review at the next meeting. Attorney Kuperberg added that a simple access license agreement may be needed.
ATTORNEY’S REPORT
None.
It was announced at 10:20 a.m. that the Board would be entering into closed session.
RECESS TO CLOSED SESSION
Conference with real property negotiators (Government Code Section 54956.8)
Property: Santiago Reservoir (Irvine Lake), adjacent to 4621 Santiago Canyon Road, Silverado Canyon, CA 92676.
Agency Negotiator: Jerry Vilander
Negotiating Parties: County of Orange
Under Negotiation: Price and terms
The meeting was reconvened into open session at 10:40 a.m. and it was announced that there was no reportable action.
ADJOURNMENT
The meeting was formally adjourned at 10:45 a.m. The next regularly scheduled meeting will be held on Tuesday, October 10, 2017 @ 8:30 a.m. at the District office.
Laura Heflin, Administrative Assistant