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2004-04-26 JPWB Minutes JOINT POWERS WATER BOARD MINUTES Regular Meeting of April 26, 2004 6:00 PM JPWT Plant Board Room 6 00 PM Call to Order by ChaIrperson, Don Peterson Board Members Present Joyce PaullIn, Wayne Kessler, Joe Hagerty (alternate for Tom Hagerty), Gerhardt Kottke, Tom Fay Board Members Absent Tom Hagerty Staff Present Chns CatlIn, HR Green, Kelly Browmng, USFllter, Shelly Keyes, USFIlter Staff Absent None MOTION BY KESSLER, SECOND BY KOTTKE, TO ADOPT THE AGENDA AS PRESENTED MOTION CARRIED UNANIMOUSLY There was no one present under the Citizen Forum RegardIng the Mmutes of the March 22, 2004 meetmg, Browmng explaIned that CIty of St MIchael EngIneer Steve Bot spoke WIth her to clanfy hIs pOSItIon on the potentIal SIte for the Tower 3 Project He favors the property off 15th Street because It'S located near property already owned by Jomt Powers Browmng stated she assured Bot that the reasomng wasn't dIscussed much because the Board members knew about the property locatIOn Brownmg added the Meetmg MInutes were correct as presented to the Board MOTION BY PAULLIN, SECOND BY FAY TO APPROVE THE MINUTES OF THE MARCH 22, 2004 REGULAR MEETING MOTION CARRIED UNANIMOUSLY MOTION BY PAULLIN, SECOND BY KESSLER TO APPROVE THE CONSENT AGENDA AS PRESENTED MOTION CARRIED UNANIMOUSLY Under Unfinished Business, Browmng dISCUSSed the VulnerabIlIty Assessment Report recently completed by secunty speCIalIst Peter Beenng Four numbered documents were generated and BrownIng suggested appoIntIng a commIttee compnsed of Board members, staff and engmeenng to reVIew the copIes, deCIde where they are kept and who should have access Browmng also stated Beenng recommended the copIes remaIn m the faCIlIty smce It'S not a publIc document Kessler and Fay thought one copy should be gIven to each CIty for reVIew by CIty OffiCIals Peterson suggested gIvmg each CIty admInIstrator a copy and let them determIne who reVIews the document DISCUSSIon followed regardmg restnctlon of repnnts and Browmng remarked the report does state It IS not to be duplIcated Browmng explaIned a copy was aVaIlable for members to reVIew after the meetIng and the Chatrman does need to SIgn the document before It can be presented to the EP A PaullIn thought the documents should stay at the water plant and CIty OffiCIals could stop In and VIew them smce It was recommended by Beenng BrownIng explaIned there IS no tlmelIne for reVIew sInce the document IS complete, but the Board does need to conSIder the recommendatIons for feaSIble changes Browmng further noted there are actually two documents, the VulnerabIlIty Assessment and the Emergency Plan, both completed by Beenng, to be SIgned and submItted to EP A and Department of Homeland Secunty The JOINT POWERS WATER BOARD MINUTES Regular Meeting of April 26, 2004 6:00 PM JPWT Plant Board Room Emergency Plan wIll be Incorporated Into the eXlstIng emergency procedures Members agreed the eaSIest way for necessary CIty offiCIals to reVIew the documents would be to allow one copy be released to each CIty MOTION BY PETERSON, SECOND BY KESSLER TO APPROVE A COpy OF THE VULNERABILITY ASSESSMENT REPORT BE GIVEN TO EACH CITY ADMINISTRATOR MOTION CARRIED UNANIMOUSLY AddItional unfimshed bUSIness Included the Don Johnson claIm update Browmng explaIned St MIchael has now taken over the dIspute SInce JOInt Powers' name has been removed as the defendant No actton requIred by the Board at thts time I I Under New Business, Board Members dIscussed 2004 Spnnkhng RegulatIOns BrOWnIng explaIned a memo was sent to all three CItIes askIng for Input and that most of the same pohcIes would remaIn In place, but any addItIonal Input from the Board could be added Kessler suggested makIng mIdnIght the cutoff time to lessen confusIon and BroWnIng agreed The time restnctIon was dIscussed and BroWnIng explaIned that from 5 pm untIl 9 pm was the peak usage time, whtch was the reason for the daytIme ban untIl 7 pm Peterson stated the number one complaInt he heard was kIds couldn't run through spnnklers and wondered If there could be a recreational exceptIon BroWnIng remInded the Board that enforcement IS an Issue also SInce staff has to venfy VIolations Warmng letters wIll be sent agaIn thts year Instead of an ImmedIate vIolation ChrIS Cathn suggested perhaps a complete ban on Sundays SInce that IS the heaVIest day of usage Kessler wondered If water could bypass the filters at peak times and BroWnIng agreed they have done that but try to aVOId It sInce the water IS rusty when not treated Board members agreed the SIxty day exemptIon worked well for sod and seed, odd/even days for odd/even houses, daytIme ban on spnnkhng from 10 am to 7 pm and some mentIon of recreatIonal exceptIons MOTION BY KESSLER, SECOND BY PAULLIN TO APPROVE THE SPRINKLING RESTRICTIONS MOTION CARRIED UNANIMOUSLY AddItonal new bUSIness Included dIscussIOn of a bIlhng dIspute Keyes explaIned the customer Mark Lynde thought he was beIng charged addItIonal final bIll fees but the actual charges were late fees for not receIVIng hts payment before the February 21 st deadhne BroWnIng explaIned an addItIonal week IS usually gIVen before penaltIes are apphed Kessler questIoned why Lynde saId he never got hts final bIll for two months and BroWnIng explaIned final bIlls can only be run at certaIn times dunng the bIlhng cycle BroWnIng further explaIned the SItuatIon was pretty cut and dned but because the customer wrote a letter, she felt It should be presented to the Board The Board agreed not to waIve the late fees Under the Engineer's Report, Cathn dIscussed a routIne plan reVIew by Anderson-Johnson of the Hanover Elementary ExpansIon No Board actIon requrred at thts tIme Cathn also dIscussed the depth of bury Issue whtch had been presented by Motzko Compames at the last meetIng Cathn had agaIn revIewed Motzko's claIm and found no baSIS for addItIOnal payments No Board actIon requrred at thts tIme Cathn gave bId tabulatIOn recommendatIOn for Valve StatIOn No 7 and explaIned thts was the electncal, pIpIng and valve portIon assocIated WIth Well No 7 Three bIds were receIved and JR JOINT POWERS WATER BOARD MINUTES Regular Meeting of April 26, 2004 6:00 PM JPWT Plant Board Room Ferche was recommended award at $271,620 00 MOTION BY KESSLER, SECOND BY PAULLIN TO AWARD THE VALVE STATION NO 7 TO JR FERCHE MOTION CARRIED UNANIMOUSLY There was no dIScussIon under Operations/Office MOTION BY FAY, SECOND BY PAULLIN, TO APPROVE THE LIST OF CLAIMS AS PRESENTED MOTION CARRIED UNANIMOUSLY In Other Business or Announcements BrownIng explaIned the correspondence receIved was a favorable note regardIng the new bIll format Each Board Member had receIved an example of the new bIll format wIth the Board packet and BrownIng pOInted out each CIty had theIr own rates pnnted on the bIlls for theIr reSIdents AddItIonal dIScussIon was held regardIng ERT converSIOns Kessler questIoned the status and BrOwnIng stated converSIOns were around 50 percent complete BrownIng further stated thIS was the first quarter reSIdents WIth electromc meters weren't reqUIred to return a meter card and the process was workmg well WIth a few Issues regardIng mIssed reads MOTION BY PAULLIN, SECOND BY KOTTKE TO ADJOURN THE MEETING AT 7 25 PM MOTION CARRIED UNANIMOUSLY S~~ ~S RecordIng ecretary