SBCWD BOARD MEETING MINUTES


REGULAR MEETING
SATURDAY, JULY 22, 2006

A.    CALL TO ORDER/ROLL CALL

President Scott Tye called a Regular meeting of the Board of Directors of the Stinson Beach County Water District to order at 9:30 a.m. on Saturday, July 22, 2006, at the District Office located at 3785 Shoreline Highway in Stinson Beach, California.

Directors present:
Scott Tye, President
Elizabeth Sapanai, Vice President
Joe Veit, Director

Directors absent:
John Gilbert
Jim Zell, Director

Treasurer present:
Barbara Boucke

Staff present:
Richard Dinges, General Manager/Secretary to the Board
Raven Schauf, Recording Secretary

B.    PUBLIC EXPRESSION

None.

C.    MANAGER'S REPORT

Mr. Dinges stated that the treatment plant bid documents had been received and distributed and that the Board should review the submitted bids in August. Director Veit asked what the figures were for the plant installation. Mr. Dinges stated that 1.2 million had been budgeted, and that $60,000 to $70,000 had been spent to date for engineering services. Director Veit questioned why a "canned" system required so much engineering. Mr. Dinges stated that the treatment plant portion was purchased as a unit, but that a building, pipeline, grading, walls and tanks need to be built. Mr. Dinges stated that the flocculation pool would be removed permanently because that area is needed for the new plant and because it is exposed to the air. Mr. Dinges stated that the suspension bridge plans had been received from Stetson engineers and that the repair would have to be completed prior to reimbursement by FEMA. Mr. Dinges stated that final plans for FEMA should be completed in the next week and that it will require a 404 application and payment of fees. Mr. Dinges stated that District staff had begun work on the Lincoln Avenue Pipeline replacement.

Mr. Dinges stated that Cingular Wireless had requested a public meeting to discuss an antennae installation at the Steep Ravine site. Director Sapanai suggested that the meeting be held at the Community Center. Director Tye suggested that the meeting be held in September and that ample public notification be posted in early August. Mr. Dinges submitted a memorandum regarding wastewater telemetry. Director Veit asked about the telemetry costs. Mr. Dinges stated that a telemetry panel costs $500. more than a regular panel. Mr. Dinges stated that telemetry will allow the District to analyze water use data on a two week basis as opposed to a two month interval. Mr. Dinges clarified that telemetry would only be required for complex systems and those with high discharge limits.

D.    SETTING OF AGENDA

Motion to adopt the agenda as presented made by Director Sapanai, seconded by Director Veit, adopted by unanimous vote.

E.    APPROVAL OF MINUTES

Motion to approve the June 7, 2006 minutes with amendments made by Director Sapanai, seconded by Director Veit, approved by unanimous vote.

Motion to approve the June 17, 2006 minutes with amendments, made by Director Veit, seconded by Director Sapanai, approved by unanimous vote.

Motion to approve the June 30, 2006 minutes with amendments, made by Director Sapanai, seconded by Director Veit, approved by unanimous vote.

Director Veit questioned Director Tye regarding abstaining from a vote. Director Tye replied that he felt that a neutral opinion would support an abstaining vote.

F.    APPROVAL OF DISBURSEMENTS

The Board discussed telemetry expenses related to software tech support and hook up of a telemetry system located at 107 Buena Vista. Mr. Dinges stated that the expenses for telemetry hook up should be reduced once all of the bugs are worked out. Mr. Dinges stated that when the SBCC is logged on there are problems which need to be resolved with re-routing and that the SBCC was unplugging the District system. The Board directed the General Manager to ensure that the SBCC make their own repairs and pay the related expenses. The Board directed the General Manager to advise the SBCC not to unplug the system. The Board directed the General Manager to obtain reimbursement from the SBCC for the appropriate amount of the $4,150.00 Von Hoogenstein invoice and any other related invoices. Motion to approve the June 9, 2006 disbursements conditioned on expense reimbursement from the SBCC made by Director Veit, seconded by Director Sapanai, approved by unanimous vote.

The Board discussed a disbursement to CSW Stuber/Stroeh and T-shirt expenses. Director Veit requested that all engineering disbursement requests be accompanied with the minutes approving the contract and a tally of expenses to date and amounts owed on contracts. Mr. Dinges stated that Alder Grove Well #2 would not be abandoned. Director Tye stated that Weeks Drilling should be held accountable for their errors and questioned why it took one year. Mr. Dinges stated that the State has slowed up the process. Motion to approve the June 29, 2006 disbursements made by Director Veit, seconded by Director Sapanai, approved by unanimous vote. Motion to approve a submitted Board compensation request made by Director Veit, seconded by Director Sapanai, approved by unanimous vote.

G.    FINANCIAL STATEMENTS

Ms. Raven Schauf summarized the financial data, statements, and cash flow report at June 30, 2006. The Board discussed revenue from the ERAF fund, reserves, and seasonal rate charges.

H.    PUBLIC HEARING

  1. Consideration of Abatement of Nuisance on Property Located at 275 Calle del Mar, AP# 195-173-01, Mary Robinson, Owner: Mr. Dinges summarized the Manager's Report recommending that the Board adopt the abatement resolution. The Board discussed the pending repair of the system. The Board continued the item by consensus until the results of the next inspection can be reviewed.
  2. Consideration of the Draft Fiscal 2005-2006 Capital Improvement Plan: Mr. Dinges summarized the Manager's Report. The Board discussed changes to the draft plan. The Board directed staff to revise the plan and to review the draft plan with the Finance Committee. The item was continued.
  3. Consideration of the Draft General Manager's Contract: Mr. Dinges summarized the Manager's Report stating that the only changes were to salary compensation, the SDI and Medicare reimbursement, termination pay-out, and auto allowance. Director Tye stated that the Board had agreed to continue this item at a previous meeting. Director Veit stated that the existing contract salary would continue to be in affect until this item was resolved and that adjustments would be made accordingly.

I.    GENERAL BUSINESS

  1. Consideration of Water Use Charge Reduction for Property Located at 127 Seadrift Road, AP# 195-051-17, Garrett Seligman, Owner: Director Sapanai stated that there was no submitted repair bill. Director Sapanai stated that it would be difficult to allocate the amount of water loss caused by the leaking toilet and the amount caused by the leaking backflow device. Motion to grant a 50% reduction made by Director Tye, seconded by Director Sapanai, motion died. Director Tye suggested that the owner be required to install an auxiliary meter display unit. The Board discussed the consequences of leaks occurring at properties which have a meter display unit. The Board agreed to revisit the leak policy and to address this issue. Motion to grant a 25% percent reduction contingent on installation of a meter display unit made by Director Veit, seconded by Director Sapanai, granted by unanimous vote.
  2. Review of the District Investment Policy: Mr. Dinges summarized the Manager's Report. Treasurer Boucke suggested that the policy be reviewed by the Finance Committee and then brought back to the Board. Director Veit reported on deposited reserve funds for the SWDSRF loan. This item was continued.
  3. Review of Agendizing Responses to Grand Jury Reports for Special Districts: Director Tye stated that the Grand Jury was asking for a resolution or a policy from Special Districts stating that they would respond to the Grand Jury. The Board agreed by consensus that the District would respond.

J.    COMMITTEE REPORTS

Director Sapanai stated that the most cost-effective approach should be used when repainting the deck and that the correct sealant/paint should be used on the concrete. Director Sapanai stated that the Wastewater Committee would be meeting. Director Sapanai clarified that regarding applications, questions of fact should generally be addressed and answered by the Board with direction to staff, and questions of law should be answered by staff. Mr. Dinges stated that it was important that all applications come in front of the Wastewater Committee prior to being heard at a Board meeting. Director Sapanai stated that the questions raised at the June 17, 2006 variance hearing would be addressed by the Wastewater Committee.

Director Veit, of the Finance Committee, stated that all personal expenses must have valid substantiating documents and, if receipts or other documents are missing, that a sworn affidavit must be submitted. Director Veit stated that all engineering billing should be accompanied by the minutes approving the contract and the current contract balance. Director Veit stated that there was confusion regarding the $10,000 cap on the Todd grant application contract, that the contract amount had been exceeded, and that a formal check and balance procedure was needed. The Board discussed various ways to track engineering expenses, including a check list and enhanced communication with the Engineering Committee.

The Board directed the Wastewater, Engineering, and Finance Committees to meet.

K.    ADJOURNMENT

Motion to adjourn made by Director Sapanai, seconded by Director Veit, meeting adjourned at 11:44 a.m. by unanimous vote.




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