Loading...
2000-10-23 JPWB Minutes MINUTES JOINT WATER BOARD REGULAR MEETING of October 23, 2000 7:00 PM Albertville City Hall 7 00 PM Call to Order by Chair Olson Present Olson, Kessler, Irvme, Gundersen, Duerr, Zimmerman Absent None MOTION BY IRVINE, SECONDED BY DUERR TO ADOPT THE AGENDA AS PRESENTED MOTION CARRIED UNANIMOUSLY There was no one present under CitiZen Forum MOTION BY IRVINE, SECONDED BY KESSLER TO APPROVE THE MINUTES OF THE SEPTEMBER 25TH REGULAR MEETING MINUTES MOTION CARRIED UNANIMOUSL Y MOTION BY KESSLER, SECONDED BY DUERR TO APPROVE THE CONSENT AGENDA AS PRESENTED MOTION CARRIED UNANIMOUSLY It was the consensus of the Board to address New Busmess first, smce there were ViSitors present to address the New Busmess agenda items Mr Art Hagen of Hagen BUllders and John Schlumpberger ofRJ Starr, Inc were present to diSCUSS therr request for a vanance to the hydrant coverage speCification requlOng the addition of a fire hydrant m conjunction With a buddmg addition The Jomt Water Board requrres a 250-foot radiUS coverage from a hydrant to all areas of a bUlldmg pad Mr Hagen mtroduced hImself and explamed that they were requestmg the vanance so that they would not have the added expense of the addItIOnal hydrant He felt that the hydrant coverage m place was sufficIent for adequate fire protection The water lme extenSion to the bUlldmg additIon was bemg mstalled to provide water supply to a spnnkler system Mr Hagen provided drawmgs of the proposed expanSIOn and showed the Board members the locatIon of the eXistmg structures m relatIOn to the proposed expanSIOn Mr Schlumpberger mtroduced rumself and expressed rus opIlllon that there was adequate fire protection m place already and that the other busmesses m the park did not comply With the 250-foot hydrant coverage reqUlrement Cathn and Browrung stated that the hydrant coverage pohcy was for any new projects and that the eXlstmg buddmgs m the park may have been constructed pnor to the pohcy implementatIOn Mr Cathn also explamed that the Board, m the past, had not made exceptions to thiS pohcy smce he had been servmg as the engmeer General diSCUSSion followed CHAIR OLSON CALLED FOR A MOTION FOR A VARIANCE THERE WAS NO MOTION HE THEN CALLED A SECOND TIME FOR A MOTION, AND THERE WAS NO MOTION A THIRD TIME CHAIR OLSON CALLED FOR A MOTION FOR THE VARIANCE, AND THERE WAS NO MOTION VARIANCE WAS NOT GRANTED DUE TO LACK OF A MOTION Mr Hagen asked who governs these polIcIes and who adnumsters the ImplementatIOn Mr Catlm explamed the process and protocol between the Jomt Water Board and the respectIve member CIties Mr Schlumpberger expressed IDS concern that the other busmesses m the park, partIcularly Capnce Lumber and Paulson's, were not reqUIred to comply wIth tIDS hydrant coverage polIcy The Board dIrected Browmng to look mto those busmess' projects and dIrect the question to the appropnate party, whether It be the CIty or the Jomt Water Board Mr Bob Ehlers of Ehlers and AssocIates was present to dISCUSS the Jomt Water Board's cash flow as It pertains to theIr eXIstmg water revenue bonds and the optIons avaIlable to finance the proposed Well #5 project He presented a spreadsheet showmg revenues vs the proposed drawdown schedule and dIscussed the varIOUS scenarIos that could develop dependmg on the results of the bIds and the constructIon schedule Of pnmary Importance was mamtaImng the revenue coverage for the eXIstmg bonds that IS reqUIred The projected revenues and expenses shown m the cash flow were updated accordmg to mformatIon supplIed by the CItIes, the engmeer and staff Mr Ehlers stated that the cash flow mformatIon presented showed that the Board has sufficIent cash flow to finance the Well #5 project With cash on hand rather than seekmg other fundmg sources Mr Ehlers then also dIscussed the fact that there are a lot of questIons hangmg out there as to the long-term rate of development and how It WIll Impact the system demands He recommends domg a senSItivity study to address the unknowns of the future so that the Board Will be prepared to address mcreased (or decreased) demands on the water system when they occur Mr Ehlers expressed that the Board needed to focus on buIldmg up some cash reserves to be able to handle some of these Improvements/additions that would be commg up m the near future Irvme thanked Mr Ehlers for respondmg to the Board's request for the financial reVIew on such short notice Mr Ehlers stated that he would contmue to work With Catlm and Brownmg regardmg the financial forecastmg under varIOUS scenanos The Board reviewed the 2001 proposed contract and budget from USFIlter BroWnIng stated that she would be makmg the correctIOns that Chair Olson had pomted out m their prevIous diSCUSSion regardmg replacmg "CITY" With "OWNER" m several locations She also stated that the proposed budget, once reviewed by the Board, would be mserted m the "COMPENSATION' sectIOn BroWnIng also lIsted the corrected numbers for the 2000 vs 2001 vanance column, due to an error m formulas for the spreadsheet Brownmg then discussed the categones that show sIgmficant mcreases and explamed why the mcreases were taking place Increases were pnmarIly due to the new water treatment plant BroWnIng also stated that the "UTILITIES" and "CHEMICALS" budgets would be set up as a reimbursable account, simIlar to the "REPAIR AND MAINTNENANCE" IS now Some diSCUSSion regardmg water treatment chemicals used m the new treatment plant followed Kessler asked how the proposed budget compared With the revenue vs expenses projections m the finanCial forecastmg BroWnIng stated It was sIgnIficantly lower than the Engmeer's estImate of O&M costs and the operatmg costs used m the forecastmg and the rate study The Board then bnefly dIscussed the water user rates m relatIon to the proposed budget When there were no further questIons the Board dIrected BrownIng to have theIr attorney reVIew the contract document pnor to final approval They stated that any attorney m theIr office that had tIme would be fine They asked If they could have the final draft for approval at November's meetmg Gundersen asked If the five (5) year term could be changed to three (3) He stated that they have been happy wIth the way thmgs have been, but feels that the future Board would be forced to be more mvolved m the future With the plannIng process BroWnIng stated that would be acceptable MOTION BY GUNDERSEN, SECONDED BY IRVINE, TO CHANGE THE TERM TO THREE (3) YEARS MOTION CARRIED UNANIMOUSLY Under the Engmeer's report, CatlIn dIscussed the Change Order #5 for Moorhead ConstructIon The change mvolves the ancIllary pIpmg necessary at the treatment plant SIte related to the Well #5 project MOTION BY IRVINE, SECONDED BY DUERR, TO APPROVE CHANGE ORDER #5 OLSON QUESTIONED THE COST FOR PAINTING THE CEILING AND WALLS IN THE CHEMICAL ROOMS AND WHY IT WAS NOT IN THE ORIGINAL BID CATLIN STATED THAT IT WAS MISSED IN THE SPECIFICATIONS THE COST ASSOCIATED WITH THIS IS APPROXIMATELY $2,000, PRIMARILY MATERIALS MOTION CARRIED UNANIMOUSLY CatlIn then dIscussed a change order that would be commg up next month regardmg mSIde changes for mtegratmg Well #5 mto the treatment plant, such as chemIcal feed pumps and controls DIScussIon followed that the treatment plant IS deSIgned to easIly add the addItIonal wells when needed CatlIn addressed the letters recommendmg approval of the AdvertIsement for BIds on Tower #2 and Well #5 Some dISCUSSIOn followed regardmg the tImelIne for publIcatIon m relatIon to the project schedule MOTION BY KESSLER, SECONDED BY ZIMMERMAN, TO APPROVE ADVERTISING FOR BIDS FOR TOWER #2, AND RECEIVING AND OPENING BIDS ON NOVEMBER 23RD MOTION ALSO INCLUDED APPROVAL FOR ADVERTISING FOR BIDS FOR WELL #5, AND RECEIVING AND OPENING BIDS ON NOVEMBER 21 ST MOTION CARRIED UNANIMOUSLY CatlIn presented the final draft paper copy of the bronze plaque for the Board's reVIew Irvme pomted out that the month and year should defimtely be added to the plaque Board members reVIewed the copy for typos and for content There was a consensus that It was correct CatlIn then showed the prelImmary sketches of the office and Board Room furmture layout All present thought that It looked good CatlIn stated that the furmture fell mto a budgeted allowance wIthm the specIficatIOns/bId Staff would contmue to look for an appropnate Board table Olson recommended checkmg WIth BOise Cascade Office Products All agreed that the "U" shape was preferable Cathn gave a bnef summary of project status MId-November was still the expected start-up for the treatment plant Under the Operator/Office departments, Browmng stated that she had met With the member CIty staffs, and they agreed that we would use this upcommg wmter season as a tnal penod to see how many meters could be replaced mternally wIth eXIstmg staff ThIs would provIde more mformatIon about the tIme needed to Implement the program and more accurate costs assocIated With a program Brownmg addressed the DlstnbutIOn System portIon of the WAC fee for Jomt Powers The Board had not dIscussed changmg theIr portIon of the DlstnbutIon System fee, as there are so few requests to connect dIrectly to the EDA hne DIScussIon followed as to how to come up wIth a fee Browmng hsted the CItIes' comparable fee, pomtmg out that Jomt Powers' was the lowest MOTION BY ZIMMERMAN, SECONDED BY KESSLER, TO USE AN AVERAGE OF THE THREE MEMBER CITIES' FEE DISCUSSION FOLLOWED OLSON, IRVINE, AND ZIMMERMAN VOTED AYE KESSLER, GUNDERSON, AND DUERR VOTED NA YE MOTION FAILED MOTION MADE BY GUNDERSEN, SECONDED BY KESSLER, TO CHARGE THE SAME FEE AS THE CITY'S FEE IN WIllCR THE CONNECTION IS TAKING PLACE FIVE MEMBERS VOTED AYE, WITH ZIMMERMAN VOTING NA YE Some dIScussIon regardmg mIscellaneous fees, such as mspectIon/permlt fee and copy fees followed It was the consensus of the Board to address the other fees at the December meetmg Standard specIficatIons have been requested frequently as of late, Browmng stated, and asked that the Board set a fee for full sets of the Jomt Powers' standard specIfications MOTION BY KESSLER, SECONDED BY ZIMMERMAN, TO SET THE FEE FOR A FULL SET OF THE JOINT POWERS' STANDARD SPECIFICATIONS AT $25 MOTION CARRIED UNANIMOUSLY The Board then revIewed the hst of dehnquent bills to be certIfied to the 2001 property tax rolls MOTION BY IRVINE, SECONDED BY KESSLER, TO CERTIFY THE DELINQUENT BILLS AS PRESENTED TO THE 200 1 TAX ROLLS MOTION BY ZIMMERMAN, SECONDED BY DUERR, TO APPROVE THE LIST OF CLAIMS MOTION CARRIED UNANIMOUSLY Under Other Busmess/ Announcements, ZImmerman asked about antenna leasmg m regards to the new tower project Brownmg stated that she and Cathn had already dIscussed that Issue, so that the tower deSIgn would be such that It would be sUIted for addItional antennas and dedIcated space for antenna eqUIpment It was stated that Mr Esterly, the SIte manager for the antennas, would be contacted so that he could start marketmg the new tower SIte and look mto amendmg hIS current contract to add the new SIte Kessler dIscussed changmg the meter mstallatlOn polIcy to mclude hookmg up the phone lmes at the tIme of constructIon, startmg nght away Browrnng was dIrected to look at draftmg some language for the polIcy change to look at for the next meetmg MOTION BY ZIMMERMAN, SECONDED BY DUERR, TO ADJOURN THE MEETING AT 8 40 PM MOTION CARRIED UNANIMOUSLY ~A n~,~ Recordmg retary ,