SWEETWATER AUTHORITY GOVERNING BOARD MINUTES OF THE REGULAR MEETING October 11, 2017 The Governing Board of Sweetwater Authority held a Regular meeting on Wednesday, October 11, 2017, at the Sweetwater Authority Administrative Office, 505 Garrett Avenue, Chula Vista, California. Chair Thomas called the meeting to order at 6:00 p.m. Roll Call Directors Present: Directors Absent: Management, Staff and Others Present: Josie Calderon-Scott, Steve Castaneda, Jose Cerda, Ron Morrison, *Jose Preciado (6:03 p.m.), Terry Thomas, and Jess Van Deventer None General Manager Tish Berge, Assistant General Manager Jennifer Sabine, Legal Counsel Paula de Sousa Mills, and Board Secretary Janet Gonzalez. Staff members: Director of Administrative Services Dina Yorba, Director of Engineering Ron Mosher, Director of Finance Rich Stevenson, and Director of Water Quality Pete Baranov. Others present: Mike Sampsel and Dave Schlesinger. Pledge of Allegiance to the Flag Director Cerda conducted the pledge of allegiance to the flag. Opportunity for Public Comment (Government Code Section 54954.3) Mike Sampsel spoke to concerns about the Authority's website and the annual report. (Note: Director Preciado entered the meeting at 6:03 p.m.) Dave Schlesinger spoke to developing a Citizens Advisory committee. Chair's Presentation Chair Thomas thanked everyone for their well wishes, and said that Vice Chair Morrison will be chairing the remainder of the meeting. Presentation of South County Economic Development Council's McMillin, LLC Best of South County Award General Manager Berge shared that the Authority was presented the Gorky McMillin's Best of South County Award for the expansion of the Richard A. Reynolds Desalination Facility. ACTION CALENDAR AGENDA 1. Items to be Added, Withdrawn, or Reordered on the Agenda There were none.
Sweetwater Authority Governing Board Minutes- October 11, 2017 Page 2 of 5 2. Approval of Minutes - Regular Meeting of September 27, 2017 Director Preciado made a motion, seconded by Director Van Deventer, that the Governing Board approve the minutes of the September 27, 2017 Regular Board meeting. The motion carried unanimously. Consent Calendar Items Director Preciado made a motion, seconded by Director Morrison, that the Governing Board approve consent item 3. Items 4 through 8 were pulled for discussion. The motion carried, with Director Castaneda recusing himself from consideration of warrant numbers 147450, 147492, 147531, and 147595 due to his contract negotiation with SDG&E; and Director Van Deventer recusing himself from consideration of warrant number 147534 due to his position on the Board of Advisory Directors of U.S. Bank, which both Directors Castaneda and Van Deventer disclosed on the record. 3. Approval of Demands and Warrants - Check numbers 147295 through 147403 (including Warrants 147450 and 147492 that were continued from 9/27/17 Board meeting for consideration) and electronic fund transfers 17116 through 17356. Items Pulled from Consent Calendar for Discussion 4. Award of Contract for Pipeline Construction for the 2017-2018 Pipeline Replacement Program (Operations Committee Meeting of 10/4/17; Item No. 4.A.) Recommendation: Award a contract in the amount of $1,269,776 to Cass Construction, Inc., El Cajon, CA Mike Sampsel spoke against spending $1,269,776. General Manager Berge provided a brief review and stated that the goal is to replace pipes in time before failure. Director of Engineering Mosher stated that broken mains are significantly more expensive to deal with than pipeline replacements and explained the guidelines and criteria the Authority uses to identify which pipelines to replace and in which order. Director Preciado made a motion, seconded by Director Calderon-Scott, that the Governing Board award a contract in the amount of $1,269,776 to Cass Construction, Inc., El Cajon, CA The motion carried unanimously. 5. Award a Contract for Pre-filters (Finance and Personnel Committee Meeting of 10/4/17; Item 4. A.) Recommendation: Award a contract in the amount of $67,845.15 to Valin Corporation, Fairfield, CA Director Preciado questioned what the filters are for. General Manager Berge replied that the pre-filters protect the expensive reverse osmosis system at the Desai Facility. Director Preciado made a motion, seconded by Director Thomas, that the Governing Board award a contract in the amount of $67,845.15 to Valin Corporation, Fairfield, CA The motion carried unanimously.
Sweetwater Authority Governing Board Minutes- October 11, 2017 Page 3 of 5 6. Vehicle Leasing Pilot Program Results (Finance and Personnel Committee Meeting of 10/4/17; Item 4. B.) Recommendation: Discontinue the lease program; buy out the current leased vehicles at the end of the lease term; return to direct purchase of vehicles; and resume all maintenance of Authority vehicles. Assistant General Manager Sabine presented the finding of the study and staff's recommendation to discontinue the lease vehicle program. Director Preciado asked about the cost effectiveness of outsourcing maintenance and whether there might be opportunities to outsource in the future through succession planning. General Manager Berge replied that the Authority has significant fixed cost invested in its fleet maintenance program which contributes to why it is more cost-effective to perform work in-house as opposed to outsourcing this function, as evidenced by the data in the study. Director Calderon-Scott made a motion, seconded by Director Van Deventer, that the Governing Board discontinue the lease program; buy out of the current leased vehicles at the end of the lease term; return to direct purchase of vehicles; and resume all maintenance of Authority vehicles. The motion carried unanimously. 7. Consideration to Approve One-time Adjustment to Customer Water Bill (Finance and Personnel Committee Meeting of 10/4/17; Item 4. C.) Recommendation: Approve a one-time water bill adjustment in the amount of $6,096 to the account of Sweetwater Plaza East LLC. Director Preciado asked if the Authority's standard policy (One-time Adjustments to Customers' Water Bills) was followed. General Manager replied, yes. Director Thomas made a motion, seconded by Director Calderon-Scott, that the Governing Board approve a one-time water bill adjustment in the amount of $6,096 to the account of Sweetwater Plaza East LLC. The motion carried unanimously. 8. Consideration to Participate in 2017 Chula Vista Starlight Parade (Finance and Personnel Committee Meeting of 10/4/17; Item 4. D.) Recommendation: Defer the decision on participating in the Chula Vista Starlight Parade event to the next regularly scheduled Communications Committee meeting; direct staff to provide and present a methodology to evaluate prior events attended in an effort to determine the events that provide a satisfactory level of customer outreach; and present a methodology that allows for individual Board members to select specific events to attend in their respective divisions. After discussion, Director Preciado requested that the following stipulations be made: that it be a pilot participation; that expenses for this event be tracked; that staff participate at the Children's Fair to provide educational information; that no per diems be granted for Directors that wish to participate; that the water tanker not be provided; and that all the information be presented to the Communications Committee for review. Directors Calderon-Scott and Morrison stated concerns participating in events not previously approved. Director Preciado made a motion, seconded by Director Thomas, that the Governing Board approve a pilot participation in the Chula Vista Starlight Parade; up to $200
Sweetwater Authority Governing Board Minutes- October 11, 2017 Page 4 of5 for booth costs and that all costs incurred be tracked: staff to man a booth with educational information at the Children's Fair: no per diem for Directors who wish to participate: no water tanker: and that all information from this pilot participation be presented to the Communications Committee for review. The motion carried, with Directors Calderon Scott, Morrison, and Van Deventer opposing. Action and Discussion Items 9. New Business A. Consideration to Cancel November 22 and December 27, 2017 Regular Board Meetings Director Preciado made a motion, seconded by Director Van Deventer, that the Governing Board cancel the November 22 and December 27, 2017 Regular Board meetings. The motion carried unanimously. B. Consideration to Select a Facilitator for Board Retreat Director Preciado expressed interest in what the consultant is planning to do. General Manager Berge replied that it is to facilitate a Board retreat, including calls with each Director prior to the retreat. Director Calderon-Scott stated that she believes this workshop to be a potential benefit. Ms. Berge agreed to bring the draft scope of work back to the Governing Board. Director Preciado made a motion, seconded by Director Castaneda, that the Governing Board select The Centre for Organization Effectiveness as the facilitator for the Board Retreat. With the makers of the main motion withdrawing the main motion, Director Cerda made a substitute motion, seconded by Director Calderon-Scott, that the Governing Board select BHI Management Consulting as the facilitator for the Board retreat: and direct the General Manager to negotiate and enter into an agreement for facilitation services with BHI Management Consulting. The motion carried unanimously. 10. Approval of Directors' Attendance at Meetings and Future Agenda Items Council of Water Utilities Meeting - San Diego County, Stone Ridge Country Club - Tuesday, October 17, 2017, 7:15 a.m. - Program Title: "Achieving the Co-Equal Goals - Why Fixing the Bay-Delta is a Statewide Issue," Presented by Ken Weinberg, Principal, Ken Weinberg Water Resources Consulting, LLC. Directors who wish to attend this preapproved event will contact the Secretary. No action was required by the Governing Board. (Note: Director Castaneda left the meeting at 7:08 p.m.) 11. Committee Minutes REPORTS AND INFORMATIONAL ITEMS These were provided for information only. 12. Report of Legal Counsel There was none.
Sweetwater Authority Governing Board Minutes- October 11, 2017 Page 5 of 5 13. Management Report A. Report of Assistant General Manager - There was none. B. Report of General Manager Ms. Berge reported that the Bond issuance will be presented at the November 8 Board meeting; and on December 11 there will be a Special Board meeting on Sexual Harassment Avoidance Training (AB1825). 14. Report of the South Bay Irrigation District Representative and the City of National City Representative to the San Diego County Water Authority Director Preciado reported on the special meeting that will be held on October 12 to discuss the lawsuit and educational resources in South County. Director Morrison reported on the lawsuit findings and a desire not to go back to past practices. 15. Reports by Directors on Events Attended CSDA Annual Conference - September 25-28, 2017 Director Calderon-Scott reported on her attendance. 16. Directors' Comments Director Cerda thanked staff for their good work and presentation at the Operations Committee regarding water quality. Director Thomas commented on the advertisement for an Instrument and Control Technician. Director Morrison invited all to attend the National City State of the City Address on October 26. 17. Adjournment CLOSED SESSION - There was none. With no further business before the Board, Vice Chair Morrison adjourned the meeting at 7:34 p.m. Teresa Thomas, Chair