Board Meeting Agenda

Transcription

1 Board Meeting Agenda Russ Baggerly, Director Mary Bergen, Director Bill Hicks, Director Pete Kaiser, Director James Word, Director CASITAS MUNICIPAL WATER DISTRICT May 8, :00 P.M. DISTRICT OFFICE Right to be heard: Members of the public have a right to address the Board directly on any item of interest to the public which is within the subject matter jurisdiction of the Board. The request to be heard should be made immediately before the Board's consideration of the item. No action shall be taken on any item not appearing on the agenda unless the action is otherwise authorized by subdivision (b) of of the Government Code and except that members of a legislative body or its staff may briefly respond to statements made or questions posed by persons exercising their public testimony rights under section of the Government Code. 1. Public Comments 2. General Manager comments. 3. Board of Director comments. 4. Consent Agenda 5. Bills a. Minutes of the April 24, 2013 Board Meeting. RECOMMENDED ACTION: Adopt Consent Agenda 6. Resolution to release APN from Casitas Municipal Water District Service Area. RECOMMENDED ACTION: Adopt Resolution 1

2 7. Recommend approval of a change order with Olympus Painting in the amount of $22, for additional work at the Upper Ojai Reservoir. RECOMMENDED ACTION: Motion approving recommendation 8. Recommend approval of a change order with AE Group Mechanical Engineers in an amount not to exceed $8, to revise and complete plans for replacement of the heating, ventilation and air condition and lighting systems in the District office building. 9. Information Items: RECOMMENDED ACTION: Motion approving recommendation a. Lake Casitas Recreation Area Report for March, b. Investment Report. 10. Adjournment If you require special accommodations for attendance at or participation in this meeting, please notify our office 24 hours in advance at (805) , ext (Govt. Code Section and (a). 2

3 Minutes of the Casitas Municipal Water District Board Meeting Held April 24, 2013 A meeting of the Board of Directors was held April 24, 2013 at Casitas' Office, Oak View, California. Directors Hicks, Bergen, Kaiser and Baggerly were present. Director Word was absent. Also present were Steve Wickstrum, General Manager, Rebekah Vieira, Clerk of the Board, and Attorney, John Mathews. There was one staff member and one member of the public in attendance. Director Hicks led the group in the flag salute. 1. Public Comments None 2. General Manager comments. Mr. Wickstrum asked that expense reports be submitted as we head towards to end of the fiscal year. Mr. Wickstrum then informed the board that he would be giving a presentation at the watershed council meeting on Thursday night along with other major water purveyors. Director Baggerly mentioned he would be unable to attend that meeting and the OBGMA meeting but that Director Bergen would attend. Mr. Wickstrum then mentioned the leak detection seminar that was being held at the district office on Saturday. 3. Board of Director comments. Director Baggerly reported that he followed up with another agency that is using the diffuser that was recommended by our Water Quality Supervisor and the response was that the diffuser is working very well. 4. Consent Agenda ADOPTED a. Minutes of the April 10, 2013 Board Meeting. b. Minutes of the April 17, 2013 Board Meeting. The consent agenda was offered by Director Kaiser, seconded by Director Baggerly and passed. 5. Bills APPROVED On the motion of Director Kaiser, seconded by Director Bergen and passed, the bills were approved. 6. Committee/Manager Reports APPROVED FOR FILING a. Finance Committee Minutes b. Water Resources Minutes 1

4 c. Personnel Committee Minutes d. Recreation Committee Minutes On the motion of Director Baggerly, seconded by Director Bergen and passed, the Committee/Manager reports were approved for filing. 7. Resolution awarding a contract to BC Rincon Construction, Inc. in the amount of $25,989 for asphalt repair, slurry and striping at district office and treatment plant. ADOPTED The resolution was offered by Director Baggerly, seconded by Director Kaiser and passed by the following roll call vote: AYES: Directors: Baggerly, Kaiser, Bergen, Hicks NOES: Directors: None ABSENT: Directors: Word Resolution is numbered Recommend approval of a purchase order to Instrument Controls Services in the not to exceed amount of $28,465 to provide and deliver instrumentation and control panels for Senior Canyon Mutual Water Company s metering vault. APPROVED On the motion of Director Bergen, seconded by Director Baggerly and passed, the above recommendation was approved. 9. Recommend authorization of and direct the General Manager to execute the Demand Response Sales and Services Agreement with EnerNOC, Inc. APPROVED On the motion of Director Kaiser, seconded by Director Bergen and passed, the above recommendation was approved. 10. Information Items: a. Water Inventory Summary b. Lake Casitas Storage Volume Comparison c. Investment Report. 11. Adjournment Director Hicks adjourned the meeting at 3:24 p.m. Mary Bergen, Secretary 2

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23 CASITAS MUNICIPAL WATER DISTRICT INTEROFFICE MEMORANDUM TO: FROM: SUBJECT: STEVEN E. WICKSTRUM, GENERAL MANAGER NEIL COLE, PRINCIPAL CIVIL ENGINEER ADOPT RESOLUTION TO RELEASE APN FROM CASITAS MUNICIPAL WATER DISTRICT SERVICE AREA DATE: MAY 1, 2013 Recommendation Adopt resolution to release APN from Casitas Municipal Water District service area provided APN is formally annexed into Ventura River County Water District service area. Background and Discussion APN is located on the northwest corner of Ojai Avenue (Highway 33) and Hermosa Road. The lot is currently vacant. The lot is within Casitas service area. In order for the property owner to obtain Casitas water, the owner would have to construct a water service lateral from Casitas pipe line to the property, a distance of about 400 feet. The owner would have to obtain easements from CALTRANS and Ventura County for the pipeline. Ventura River County Water District serves the community adjacent to the property and could serve this parcel in a simpler fashion. Ventura River County Water District is willing to serve this parcel, however, Casitas must release the parcel first and then Ventura River County Water District must formally annex the parcel into Ventura River County Water District s service area. A map is attached depicting the location of the parcel and the location of Casitas closest pipe line.

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26 CASITAS MUNICIPAL WATER DISTRICT RESOLUTION RELEASING APN FROM CASITAS MUNICIPAL WATER DISTRICT SERVICE AREA WHEREAS, there are established service areas for all water purveyors, and WHEREAS, it would be difficult for the District to provide water service to APN , and WHEREAS, Ventura River County Water District can serve APN easily, and NOW, THEREFORE, BE IT RESOLVED by the Board of Directors of the Casitas Municipal Water District as follows: 1. Releases APN from the Casitas Municipal Water District service area contingent on APN being formally annexed into Ventura River County Water District service area. ADOPTED this 8 th day of May, ATTEST: James W. Word, President Casitas Municipal Water District Mary Bergen, Secretary Casitas Municipal Water District

27 CASITAS MUNICIPAL WATER DISTRICT INTEROFFICE MEMORANDUM TO: STEVE WICKSTRUM, GENERAL MANAGER FROM: TODD EVANS, ASSISTANT ENGINEER SUBJECT: AUTHORIZE THE GENERAL MANAGER TO SIGN CHANGE ORDER NO. 1 WITH OLYMPUS PAINTING IN THE AMOUNT OF $22, FOR ADDITIONAL WORK AT THE UPPER OJAI RESERVIOR DATE: APRIL 30, 2013 RECOMMENDATION: It is recommended that the Board of Directors authorize the General Manager to sign Change Order in the amount of $22, BACKGROUND AND DISCUSSION: The Upper Ojai Reservoir is a 1.8 million gallon steel tank. The contract to paint and repair the interior of the tank was awarded to Olympus and Associates of Reno in the amount of $289, The majority of the extra work is to paint the exterior of the tank. Vandalism and normal wear and tear has caused the exterior tank coating to fail on the roof and the side of the tank allowing the tank to rust in places. Staff recommends painting the exterior now to prevent further deterioration. Other additional work items were added to the contract and some items were deleted for credit. The $22, represents the cost difference between the additional work and the credits. The $26,000 to paint the entire exterior of the tank rather than spot coating of the damage is recommended because of the extent of the rusting on the roof. By the time the contractor finished coating the roof and the rust spots on the side of the tank, the tank would be about 50% complete. The 10 year capital budget includes coating the exterior of this tank. It makes sense to complete the exterior coating now while the contractor is mobilized. The cost for the exterior coating is less than the amount budgeted in the 10 year budget for this work. Please see the following table for added work items and credits:

28 ITEM DESCRIPTION OF WORK NEW WORK OR CREDIT ( ) 1 #6 Conduit Strut Deleted Item Credit ($1,380.00) 2 #8 22 C - Channel Deleted Item Credit ($3,823.75) 3 #9 26 C Channel Deleted Item Credit ($5,129.00) 4 #10 Steel Brackets Deleted Item Credit ($3,072.00) 5 100% Solids Paint Added Item $4, New Roof Hatch Added Item $ Exterior Piping Coated Added Item $ Exterior of the Tank Coated Added Item $26, TOTAL CHANGE ORDER $22, The FY Budget allocated $370,000 for the coating work and the temporary tanks. The temporary tanks and piping have cost approximately $201,000, about $40,000 more than was estimated. This makes the project approximately $121,000 over budget. The cost to paint this reservoir is significantly higher than the costs we have been receiving for previous reservoir painting projects. As a comparison, the almost twice as large Oak View Reservoir cost Casitas only $260, to coat. Staff is recommending authorizing the change order at this time as being a sound long term investment in maintaining Casitas water facilities.

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30 CASITAS MUNICIPAL WATER DISTRICT CHANGE ORDER NO. 1 Spec No DATE: April 29, 2013 PROJECT: Upper Ojai Reservoir P.O. No & 8875 CONTRACTOR: Olympus and Associates, Inc ADDRESS: P.O. Box 8015 Reno, NV ITEM DESCRIPTION OF WORK QUANTITY UNIT PRICE TOTAL 1 #6 Conduit Strut Deleted Item Credit ($1,380.00) 2 #8 22 C - Channel Deleted Item Credit ($3,823.75) 3 #9 26 C Channel Deleted Item Credit ($5,129.00) 4 #10 Steel Brackets Deleted Item Credit ($3,072.00) 5 100% Solids Paint Added Item $4, New Roof Hatch Added Item $ Exterior Piping Added Item $ Exterior of the Tank Added Item $26, TOTAL AMOUNT OF CHANGE ORDER NO. 1 $22, ORIGINAL PURCHASE ORDER AMOUNT $289, PREVIOUS APPROVED CHANGE ORDER AMOUNTS $ NEW CONTRACT AMOUNT $311, EXTENSION OF CONTRACT TIME -0- DAYS ACCEPTED: APPROVED: Steven E. Wickstrum GENERAL MANAGER By: DATE: Name Printed Change Order No.1 Spec No Page 1 of 1

31 CASITAS MUNICIPAL WATER DISTRICT INTEROFFICE MEMORANDUM TO: FROM: SUBJECT: STEVE WICKSTRUM, GENERAL MANAGER NEIL COLE, PRINCIPALCIVIL ENGINEER AUTHORIZE THE GENERAL MANAGER TO SIGN CHANGE ORDER NO. 1 FOR HVAC AND LIGHTING DESIGN DATE: APRIL 30, 2013 RECOMMENDATION: It is recommended that the Board of Directors authorize the General Manager to sign Change Order No. 1 with AE Group Mechanical Engineers in an amount not to exceed $8, to revise and complete plans replace the Heating, Ventilation and Air Conditioning (HVAC) and lighting systems in the Casitas Municipal District office building. BACKGROUND AND DISCUSSION: The Casitas office building primary HVAC system is now over 25 years old and subject to numerous breakdowns. The lighting system is even older and bulbs for the upstairs fixtures will no longer be manufactured in the near future. A preliminary report recommended that both systems be replaced with modern efficient systems. The lighting plans originally envisioned replacing the existing lighting and controls with updated fluorescent lighting fixtures. Recently the cost for LED lighting has dropped significantly, making LED lighting cost effective as a replacement for older fluorescent lighting. LED lighting lamps only require replacement every ten years or more and LED lamps have simpler control wiring. SCE also provides for greater rebates when installing LED lighting. The Change Order will provide for the revision of the drawings to require LED lighting and suitable controls. The change order will also provide for the separation of the construction documents to allow Casitas to construct the lighting, service panel replacement and HVAC replacement under separate contracts. The original design contract for the HVAC and lighting replacement was for a not to exceed amount of $59, The change order will bring the total contract amount to $68, The FY Budget included $150,000 to complete design of the HVAC and lighting systems and install the new lights.

32 CHANGE ORDER NO. 1 DATE: April 30, 2013 PROJECT: DESIGN SERVICES-DISTRICT OFFICE HVAC & ELECTRICAL UPGRADES-P.O. No CONSULTANT: AE Group Mechanical Engineers, Inc. ADDRESS: 838 Front St., Ventura, CA ITEM DESCRIPTION OF WORK UNIT PRICE 1 Revise electrical drawings and specifications to require LED lighting with controls for replacement lighting. TOTAL $ Revise drawing to phase the project to meet budget limitations. All changed items in accordance with letter proposal date April 19, 2013 from AE Group. TOTAL AMOUNT OF CHANGE ORDER NO. 1 $ ORIGINAL PURCHASE ORDER AMOUNT $59, PREVIOUS APPROVED CHANGE ORDER AMOUNTS -0- NEW CONTRACT AMOUNT $68, EXTENSION OF CONTRACT TIME -0- DAYS CASITAS MUNICIPAL WATER DISTRICT ACCEPTED: APPROVED: Steven E. Wickstrum GENERAL MANAGER By: DATE: Name Printed

33 DATE: April 25, 2013 CASITAS MUNICIPAL WATER DISTRICT LAKE CASITAS RECREATION AREA TO: FROM: Steve Wickstrum, General Manager Carol Belser, Park Services Manager SUBJECT: Recreation Area Monthly Report for March 2013 Visitation Numbers The following is a comparison of visitations for March 2013: Boating March 2012 March 2013 February 2013 Visitor Days 37,276 56,280 26,004 Camps 2,576 4,184 1,673 Cars 9,319 14,070 6,501 Boats Kayaks & Canoes Fiscal Year to Date Visitation 2011/ , / ,120 % Change There were 18 cables sold for new inspections, 36 boats were re-inspected and a total of 1,013 boats were retagged. Twenty-four failed the first inspection. Shoreline fishing at night was held March 22 and 23. Indian Mesa Cove was closed off for the annual bass spawn March 1. It will remain closed off until May 31 st. Incidents There were several incidents in the month of March that required assistance from outside agencies: a bicycle accident, a fall, two evictions, animal cruelty, and an alleged hit and run customer suspect. There was also a non-injury boat beaching incident that did not require outside agency assistance. Revenue Reporting The figures below illustrate all Lake Casitas Recreation Area s revenue collected in the respective month (operations, concessions, Water Adventure, etc.) per the District s Financial Summary generated by the Finance Manager. 1

34 LCRA TOTAL REVENUE $800,000 $700,000 $600,000 $500,000 $400,000 $300,000 $200,000 $100,000 $0 July August Sept Oct Nov Dec Jan Feb March April May June FY 10/11 597, , FY 11/ , , , , ,106 FY 12/13 682, , , , , ,017 FY 10/11 FY 11/12 FY 12/13 Note: June 2012 revenue included $128,000 grant reimbursement from BOR and $80,000 from Boating Waterways for a Patrol Vessel 2

35 CASITAS MUNICIPAL WATER DISTRICT TREASURER'S MONTHLY REPORT OF INVESTMENTS 05/02/13 Type of Date of Adjusted Current Rate of Date of % of Days to Invest Institution CUSIP Maturity Cost Mkt Value Interest Deposit Portfolio Maturity *TB Federal Farm CR BK 31331VK96 06/30/2014 $982, $982, % 04/01/ % 418 *TB Federal Home Loan Bank EE5 06/14/2019 $1,389, $1,389, % 10/03/ % 2202 *TB Federal Home Loan Bank 3133XFKF2 06/11/2021 $736, $728, % 01/16/ % 2919 *TB Federal Home Loan Bank 3133XKTV7 06/13/2014 $983, $983, % 04/01/ % 401 *TB Federal Home Loan Bank 3133XLWN1 09/12/2014 $993, $992, % 04/01/ % 490 *TB Federal Home Loan Bank 3133XSP930 12/13/2013 $707, $712, % 07/01/ % 221 *TB Federal Home Loan Bank 3133XWNB10 06/12/2015 $712, $737, % 07/01/ % 760 *TB Federal Home Loan Bank 3134A4VG60 11/17/2015 $749, $777, % 07/19/ % 915 *TB Federal Home Loan Bank 3134G34WJ 08/28/2014 $999, $999, % 04/01/ % 476 *TB Federal Home Loan MTG Corp 3135G0ES80 11/15/2016 $693, $704, % 03/12/ % 1273 *TB Federal Home Loan MTG Corp 3137EABA60 11/17/2017 $1,164, $1,197, % 01/03/ % 1635 *TB Federal Home Loan MTG Corp 3137EABS70 09/27/2013 $708, $711, % 07/01/ % 145 *TB Federal Home Loan MTG Corp 3137EACD90 07/28/2014 $712, $723, % 07/01/ % 446 *TB Federal Home Loan MTG Corp 3137EADB2 01/13/2022 $210, $210, % 02/11/ % 3131 *TB Federal Natl MTG Assn 31398AYY20 09/16/2014 $713, $727, % 07/01/ % 494 *TB US Treasury Inflation Index NTS JE10 07/15/2018 $1,123, $1,244, % 07/06/ % 1873 *TB US Treasury Notes JW10 12/31/2013 $701, $706, % 07/01/ % 239 *TB US Treasury Notes LZ10 11/30/2014 $706, $721, % 07/01/ % 568 *TB US Treasury Inflation Index NTS MF40 01/15/2020 $1,108, $1,267, % 07/01/ % 2413 Accrued Interest $152, Total in Gov't Sec. ( &1065) $16,097,529 $16,673, % Total Certificates of Deposit: ( ) $0 $0 0.00% ** LAIF as of: ( ) N/A $444 $ % Estimated 0.00% *** COVI as of: ( ) N/A $2,164,574 $2,164, % Estimated 11.49% TOTAL FUNDS INVESTED $18,262,547 $18,838, % Total Funds Invested last report $18,265,460 $18,828,775 Total Funds Invested 1 Yr. Ago $14,521,776 $14,888,732 **** CASH IN BANK ( ) EST. $768,445 $768,445 CASH IN Western Asset Money Market $1 $ % CASH IN PIMMA Money Market $0 $ % TOTAL CASH & INVESTMENTS $19,030,993 $19,607,409 TOTAL CASH & INVESTMENTS 1 YR AGO $18,392,904 $18,759,860 *CD CD - Certificate of Deposit *TB TB - Federal Treasury Bonds or Bills ** Local Agency Investment Fund *** County of Ventura Investment Fund Estimated interest rate, actual not due at present time. **** Cash in bank No investments were made pursuant to subdivision (i) of Section 53601, Section and subdivision (i) Section of the Government Code. All investments were made in accordance with the Treasurer's annual statement of investment policy.