February 18, 2003

Regular Board Meeting

Tuesday, February 18, 2003

Time: 2:00 P.M.

Place: Board Room

29300 Valley Center Rd.

Valley Center, CA 92082

The Valley Center Municipal Water District Board of Directors’ meeting was called to order by

President Broomell at 2:00 P.M.

Board members present were: Directors Broomell, Polito, Aleshire, Stone and Haskell. Staff

members present were: General Manager Arant, General Counsel Cowett, District Engineer

Jewell, Director of Operations Dacus, Director of Finance Jeffrey, Project Engineer Grabbe,

Information Systems Specialist Learue and Board Secretary Stetson. Spectator present was

Mr. Donald Gillis of Gillis & Associates Architects, Inc.

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Proposals were received from Boyle Engineers, HB&A, Turpit and Potter and Gillis &

Associates Architects. An in-house review committee selected Gillis & Associates Architects

based on the firm’s expertise and experience with similar projects. The proposal from Gillis

& Associates is at a cost not to exceed $54,766. Staff noted that original estimates for this

project had been less than $50,000, and therefore, bids from at least ten consultants had not

been requested as stipulated for projects estimated between $50,000 and $250,000. A

waiver of the requirement to obtain ten proposals was requested.

Resolution No. 2003-04 was presented for the Board’s consideration to approve entering into

a contract with Gillis & Associates Architects at a cost not to exceed $54,766, waive the

requirement to solicit ten proposals as stipulated in the District’s Administrative Code for

projects estimated between $50,000 and $250,000, and adjust the 2002-03 budget to

appropriate an additional $39,000 into the capital account, Corporate Facility Evaluation.

Such funds would be allocated from a transfer of $22,500 from the Public Opinion Survey

and increasing the capital budget by $16,500.

Mr. Donald Gillis of Gillis & Associates Architects addressed the Board explaining that as

architectural consultant for the current phase of the District’s Corporate Facility Master

Planning Project, he would undertake the master planning and concept design. Primary

project team members would be Donald Gillis, Project Architect; Ronald Hilton, Operations

and Maintenance Planner, and Joe O’Hollearn, Administrations Planner. Mr. Gillis provided

a review of other public agencies’ corporate facilities in which he had served as Project

Architect and Project Designer for construction of the facilities. Mr. Gillis had been the Project

Architect for Vista Irrigation District, Vallecitos Water District and Rancho California Water

District during construction of their administration and operations buildings.

Mr. Gillis stated that as architect for the District’s Corporate Facility Master Planning Project

he would develop a generic needs assessment solution (phase 1), with a specific concept and

cost estimate completed as part of Phase 2 (Exhibit A, attached). The generic needs

assessment will identify the facilities to meet the District’s needs for the determined build-out

period. These needs are then plotted on the District’s site and modified to create the specific

needs assessment solution.

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3. Expansion of the Information Technology Classification Positions and Addition of an

Information Technology Position:

Expansion of the Information Technology Specialist classification to include the positions of

1, II, III, Sr. and Manager levels was requested to meet the District’s increasing need for

technical support for its computer systems, including the general system, SCADA and GIS.

Authorization for an Information Technology position was also requested. Currently, the

District has one employee maintaining the computer system and has a contract with an

outside consulting firm to assist on an as-needed basis. An additional Information

Technology Specialist on staff would save on outside computer consulting service fees and

provide improvements in system capabilities, less computer down time and allow for the longterm

planning and development and system management. Funds are available in FY 2002-

2003 as the Accountant position will not be filled until early March 2003.

Staff recommended adoption of Ordinance No. 2003-02 which authorizes the expansion of

the Information Technology Specialist classification and the addition of an Information

Technology position.

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4. Amendment to the License Agreement with Nextel Communications Re: Lease of a Portion

of the Meadows Reservoir Site for Communications Equipment:

Director of Finance Jeffrey recommended amending the agreement with Nextel

Communications approved in September 1994 for communications equipment on a portion

of the District’s Meadows Reservoir site to allow for a sublease to ATT&T Wireless Services

and to collocate their communication equipment. It was noted that in April 1999, Nextel

transferred its interest in the license agreement to Tower Asset Sub, Inc., d.b.a. SpectraSite.

No additional towers or poles would be constructed with approval of the amendment to the

license agreement. Once AT&T begins installation of its equipment, the annual fee to the

District will increase by $9,157 with annual CPI increases. Currently, the annual license fee

with SpectraSite is $18,314, with a CPI increase each year.

5. Water Loss for 2002:

Water loss for calendar year 2002 was 4.2% which satisfies the Strategic Plan measurement

standard that unaccounted water loss will be less than 5% per calendar year. The average

water loss for the last five fiscal years was 5.4%. Water loss is reported based on a calendar

year for the District due to the volatility of water sales during the early summer months and

unbilled water sales as of June 30

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6. Implementation of Emergency Water Management Plan Provisions Prohibiting Outdoor Water

Use - March 8-18, 2003:

Metropolitan Water District of Southern California has notified the District of the shutdown

from March 8-18, 2003, of its treated water aqueducts serving the District in order to perform

work at the Skinner Treatment Plant. Due to the curtailment of imported water deliveries, the

District will implement provisions of its Emergency Water Management Plan and prohibit the

use of water for agricultural purposes, outdoor landscape irrigation and all unnecessary

domestic use (i.e. washing vehicles, filling fountains). An exception is water for livestock and,

upon request, authorization for limited watering is granted to nurseries for seedlings.

Notification of the impending shutdown and prohibition of outdoor water use will be mailed

to all customers through an insert in the water bills. In addition, large agricultural customers

will receive a direct-mailed notice. Information will also be included on the District’s web site.

7. Water Agencies Association of San Diego County Dinner Meeting:

General Manager Arant reported that the District will be the host agency for the October 16,

2003, Water Agencies Association of San Diego County dinner meeting. Arrangements have

been made to hold the meeting at the California Center for the Arts Escondido as its facilities

can accommodate the expected (85) attendees. A presentation will be selected at a later

date.

8. Vote by Metropolitan to Fluoridate its Water:

President Broomell questioned Metropolitan Water District of Southern California’s action to

add fluoride to its water as the benefit derived is minuscule considering the small percentage

of its water deliveries that are ingested. General Counsel Cowett noted that the state statute

mandating fluoridation of water systems was implemented by Metropolitan once private

financing was secured to cover the costs. If a mechanism is obtained to finance costs related

to introducing fluoride into the water system, the state law does not allow any discretion in its

implementation.

9. A Closed Session was called by President Broomell at 2:58 p.m. pursuant to:

• Government Code §54956.9(a), Conference with Legal Counsel - Existing Litigation.

Name of Case: Sweetwater Authority, et al. v. Dynegy, Inc., et al.

San Diego Superior Court Case GIC 760743

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• Government Code §54956.9(a), Conference with Legal Counsel - Existing Litigation.

Name of Case: Rincon del Diablo Municipal Water District, et al. vs. San Diego County

Water Authority, et al.

San Diego County Superior Court Case No. GIC798230

• Government Code §54957.6(a), Conference with Labor Negotiations

Agency Representatives: Gary T. Arant, General Manager

William J. Jeffrey, Director of Finance

Linda Hale, Manager of Human Resources

The Regular Board meeting was reconvened at 4:02 p.m. No action was reported.

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