BOARD MEETING MINUTES

REGULAR MEETING
Saturday, March 16, 2013

A.    CALL TO ORDER/ROLL CALL

President Jim Zell called the Regular meeting of the Board of Directors of the Stinson Beach County Water District to order on Saturday, March 16, 2013, at 9:30 a.m., at the Stinson Beach County Water District office, located at 3785 Shoreline Highway, Stinson Beach, CA 94970.

Directors present:
Jim Zell, President
Barbara Boucke, Vice President
Sandra Cross, Director
Morey Nelsen, Director

Directors absent:
Lawrence Baskin, Director

Treasurer present:
Judy Stemen

General Manager present:
Ed Schmidt

Staff present:
Helma Schwendig - Administrative Asst.

B.    PUBLIC EXPRESSION

None.

C.    SETTING OF AGENDA

The agenda was unanimously adopted as set.

D.    PUBLIC HEARING

1. Discussion and possible direction to staff re: a Waiver Request for replacing an existing septic system with an alternative type system, 145 Buena Vista Avenue, Account #3440, Derrickson's Old Mill Property, LLC (c/o Ann Shulman, Owner).
   The General Manager briefly described the waiver request. The project is not subject to CEQA requirements. The District's Wastewater Committee had previously reviewed and discussed the proposed system design. The system is designed to treat and disperse a maximum daily wastewater flow of 450 gallons for a dwelling unit between 1,901 to 2,800 square feet.
   
   Although a standard sand filter system may be feasible, the designer proposed an alternative subsurface drip dispersal system. The design includes utilizing the existing 1,200 gallon septic tank, converting the existing 1,500 gallon septic tank to a process tank, utilizing the existing 800 gallon sump tank, and installing an Advantex textile filter, UV disinfection unit, dual drip dispersal fields and abandoning the dual gravity fed leach fields. The drip dispersal fields meet the three foot of vertical separation from seasonal high groundwater.
   
   Director Cross noted that the Findings of Fact prepared by Questa Engineering Corp., the designer of the system, appeared to include both the findings for Variances to Design Standards and Waivers to Design Standards. However, after discussion between the Board members and Paul Pospisil, the Project Geologist for Questa, it was determined that this project hearing was for a Waiver Request.
   
   Director Cross moved to approve Draft Resolution No. WW-2013__ [subsequently renumbered as WW-2013-01], granting a waiver to utilize an alternative wastewater system design. Vice President Boucke seconded the motion. The waiver was approved unanimously.
2. Discussion and possible direction to staff to implement a Stage II Water Conservation Alert.
   The General Manager reported on the low Fitzhenry Creek water flows and the status of the Stinson Beach Creek Flow Measurements, which show measured flow only between 9% and 33% of normal. He is also concerned about replenishment of the District's ground water and recommended that the District proceed with a Stage II Water Conservation Alert to notify all visitors, renters and residents to reduce their watering of garden areas by 50%. The alert would be posted around town, placed in the Point Reyes Light, sent to local businesses, and included in the next water bill. Director Nelsen moved to approve the implementation of the Stage II Water Conservation Alert. Vice President Boucke seconded the motion. The motion passed unanimously.

E.    GENERAL BUSINESS

1. Discussion and possible direction to staff to issue a "Notice of Award" to Piazza Construction for the installation of the new water tank anchors at the Highlands #1 Water Tank Site.
   The General Manager discussed the bid opening held on February 19. The eight bids ranged from $75,476 to $135,480. The lowest bid from Reber Construction Co. for $75,476 was rejected due to several errors and omissions. The second lowest bidder was Piazza Construction, whose bid was found to be acceptable. Director Nelsen moved to approve Draft Resolution No. GB-2013-02 and issue "Notice of Award" to Piazza Construction. Director Cross seconded the motion. The motion passed unanimously. Within two weeks of today's Board meeting, Piazza Construction will need to provide the District with two copies of the signed agreement. Within 30 days of today, the District will provide the contractor with a "Notice to Proceed."
   
   Director Nelsen inquired as to lost work days/rainy day provisions in the Piazza contract. The General Manager will review the project manual.
2. Discussion and possible direction to staff to purchase a replacement work truck from Putnam Commercial Truck Center.
   The General Manager discussed the current work truck that recently needed expensive repairs. The truck is scheduled in the District's Capital Purchase Program for replacement in 2013. Utilizing a fleet discount offered to the Stinson Beach Fire Department dropped the price down by $8,774 to $36,370.11. The quote from Putnam for the new 3/4 ton Chevrolet pickup truck included about $10,000 in extras, such as 4-wheel drive, a larger, locking utility box, spray on bed liner, and over cab lumber racks. Director Cross moved to approve the new truck purchase and Director Nelsen seconded the motion. The motion passed unanimously.
   
   Director Nelsen noted that the SBCWD logo on the District trucks is not easily discernible and should be more visible when the staff is out in the field, digging up pipes to fix leaks, etc. Ideas for a new logo will be discussed at the next Water Operations Committee Meeting.
3. Discussion and possible direction to staff to place and record a lien on the improved property at 23 Calle del Sierra, Stinson Beach, owned by the foreclosure lender J.P. Morgan Chase Bank, Account #0320.
   The General Manager gave a brief history of the property which is now under foreclosure. The house is vacant and the water has been turned off. The current water bill balance of $1,200.64 is comprised of the monthly reoccurring basic water and wastewater service charges, late payment penalties and backflow device testing. Even though there is no water use, it is important to perform the annual backflow inspection to safeguard the District's water supply from possible contamination.
   
   Director Nelsen made a motion approve draft Ordinance No. 2013-01 and to file a Notice of Lien for recordation with the Marin County Recorder for the property at 23 Calle del Sierra. Director Cross seconded the motion, with the stipulation that the words "plus ongoing charges" be added after the amount of $1,200.64.
4. Discussion and possible selection of a District representative to the Association of California Water Agencies (ACWA)/Joint Powers Insurance Authority (JPIA).
   The Association of California Water Agencies (ACWA)/Joint Powers Insurance Authority (JPIA) is requesting a designated Board member from the District. The previous representative was Elizabeth Sapanai. Vice President Boucke volunteered to be the JPIA representative. Director Nelsen moved to appoint Ms. Boucke to represent the Board on JPIA's Board. Director Cross seconded the motion. The motion passed unanimously.

F.    APPROVAL OF MINUTES

Vice President Boucke moved to approve the Minutes of February 16, 2013. Director Nelsen seconded the motion. The minutes were approved unanimously.

G.    APPROVAL OF DISBURSEMENTS

Director Nelsen moved to approve the disbursements of February 13 and February 27, 2013. Vice President Boucke seconded the motion. The disbursements were approved unanimously.

H.    MANAGER'S REPORT

The General Manager discussed his monthly report. The District received a notice from CalPERS that the District's minimum health premium contribution for active employees is increasing by $3 per month to $115 per month per employee. For 2014, the rate will go up an additional $4 per month to $119 per month per employee.

The General Manager attended a class in Roseville titled "Sexual Harassment Prevention for Management." The class was sponsored by the Joint Powers Insurance Authority (JPIA). The risk-sharing pools of the JPIA are a cost-effective form of risk management available only to public entities such as the Stinson Beach County Water District.

Bill Sullivan, Trustee for the Nancy Sullivan Trust, has requested that the District extend a new water main line from the front of Nancy Sullivan's house at 30 Laurel Avenue to the front of Bonnie Sullivan's house at 10 Buena Vista Avenue. The General Manager has drafted an agreement between the District and Mr. Sullivan to have a private contractor perform the work.

The General Manager thanked local resident Marion Weber for her donation of a PAX water tank mixer which includes its installation. The unit will be installed after the water samples are taken and approved by the state.

The District's annual Water System Statistics report to the State Department of Water Resources is in the process of being completed and will be submitted prior to its due date of April 5. The District is also working on the Annual Water System Report to the California Department of Public Health which is due on April 30.

Vice President Boucke commended staff for its efficient manner in completing Phase I and Phase II of the Seadrift Water Main Line Relocation Project. The remaining properties are individual "stand-alones" and thus it will cost more to relocate the water main line serving these homes. Encroachments over the water main line also pose a challenge.

Vice President Boucke requested that all Board Members and the Treasurer be signed up to receive the Federal Emergency Management Agency's (FEMA) "Coastal Beat" [FEMA Region 9 CCAMP News and Information].

I.    COMMITTEE REPORTS

President Zell recommended that morning committee meetings start at 9:00 a.m. or later as a matter of safety. An earlier commute is especially hazardous in winter due to black ice, etc. The other present Board members concurred.

Vice President Boucke stated the District needed a new representative to replace Scott Tye at the monthly Stinson Beach Village Association meetings. Director Nelsen was designated to represent the District, with Director Cross serving as an alternate.

J.    CORRESPONDENCE

None.

K.    ADJOURNMENT

The motion to adjourn the meeting was approved by unanimous vote. The meeting was adjourned at 11:11 a.m.