Minutes of the Board of Trustees – Wednesday, October 19, 2011.
1. Roll Call:
Present: Evan Long, President; Belen Gomez, Secretary; Larry Roberts; Rosemary Hellwig; and Bette George.
Absent: Richard Phillips.
Staff: Michael Alburn, Manager.
Others: Monique Miron & Jerry Lemus, CM Construction Services.
2. Building Project:
Jerry described the project’s progress (structural framing complete, ongoing rough in of electrical, HVAC, plumbing, roofing and roof drains). Demo and install of storm drain for new parking lot has begun. Monique discussed the potential for project delay in completion date pending BSL 3 component requirements which are currently under review.
The Manager explained the BSL 3 change order will be approximately $134,000 and include 18 extra days work, totaling 24 calendar days. The Architect and associated engineering costs are approximately $5,600 after a courtesy reduction of $1,000.
Parking lot work began on October 17, continuing through November 23. Permit cost was $420. Electrical and storm water drainage connections into Houston Ave are occurring this week.
Furnishings and protocols continue to be reviewed.
3. Approval of September Minutes:
It was moved by Larry Roberts, seconded by Bette George and unanimously carried that the Minutes of the September meeting be approved as mailed.
4. Approval of September Bills:
Following discussion, it was moved by Belen Gomez, seconded by Rosemary Hellwig and unanimously carried that the September Bills be approved as submitted. See: Board Order to disburse funds No. 8, Exhibit I.
5. Approval of October Payroll
Following discussion, it was moved by Bette George, seconded by Larry Roberts and unanimously carried that the October Payroll be approved as submitted. See Board Order to disburse funds No. 9, Exhibit II.
6. Deutsche Bank
Following discussion, it was moved by Bette George, seconded by Rosemary Hellwig and unanimously carried that the Deutsche Bank invoices be approved as submitted. See Deutsche Bank Bills No. 6, Exhibit III.
7. Public Forum
None.
8. Operational Report
The Manager reported that the crew is treating dairies and waste treatment facilities, some other sources also remain active. Crop mapping continues as we are winding season down.
Certification preparation training for the region will be held here at Delta on Oct 26. Continuing education training occurs at the Holiday Inn, Visalia on October 27.
Weed billing is being finalized. Inventory for the year and data base alignment will be done at end of month.
We are preparing winter work schedule.
9. Regional Water Quality Control Board:
The District submitted the required documents in order to acquire and NPDES Permit that will allow for our uninterrupted treatment to waters of the United States. The District will be required to conduct visual observations on all of these treatments as well as to log particular components of treatments in these areas as follows:
For both larvicides and adulticide monitoring, visual observations shall be conducted for application of each active ingredient at 10% of all application events or six application events, whichever is greater.
· For larvicides, conduct visual observations three times per application event:
i. Background (24 hours prior to application)
ii. Event (within 24 hours after application)
iii. Post-event (within 1 week after project completion)
· For adulticides, conduct visual observations two times per application event:
i. Background (24 hours prior to application)
ii. Event (within 24 hours after application)
We plan on having our bar code reader programmed with a menu of questions generated by the answers provided. For example, is this a water of the U.S.? answered by a Yes, will provide additional questions for the technician to answer.
Webinar on Monday, October 24 to go over training on the permit is being put on by the MVCAC.
10. Quarterly Revenue/ Expense Report:
The Manager gave the following report:
Revenue
City of Visalia Redevelopment has missed their payment and I have sent a letter to their finance person, Ruth Pena to find out why they continue to be unable to pay on-time.
Other revenue for RDA, radio air-time and closing of the B of A account are listed.
Expenditures
Liability has a bond to pay for $125.
Fuel has spent 40% of the budgeted amount.
Dues will spend more putting us over as the Coalition has another bill coming.
Public Relation is spent out, no Valley Voice run next year until June.
Deutsche Bank is being paid in November, due by December 15.
Building Project is on tract to be within the lease lease back funding. Funding for furnishings and equipments will be roughed in next week to start to get a clearer picture for final numbers. With three months to go, we are on track.
11. Fiscal Audit:
The Manager submitted a draft for review as follows:
The preliminary Audit is complete save for the Managers Discussion and Analysis which will be completed during October. The numbers needed to be submitted to the State Controller and the D & A was not necessary for that report.
Both the State Controllers Financial Report and the State Controllers Compensation Report have been completed and submitted on time.
Questions may go to the Manager during month or at next meeting when the Audit will be up for acceptance. Note, page 9 has been identified and is being corrected regarding the three bank accounts with B of A. In fact we had two with Visalia Community Bank by end of year and are going to reflect that in the final draft.
12. CSDA Annual Conference:
The Manager and Rosemary Hellwig each described their personal take of the recently attended conference and its benefits to our District as required by AB1234.
13. MVCAC Annual Conference:
Discussion was held on attendance to the meeting January 29 – February 1 in Burlingame. Following it was moved by Larry Roberts, seconded by Bette George and unanimously carried that Evan Long and Rosemary Hellwig were recommended to attend the coming conference as trustee representatives of the District. Staff will be attending as selected by the Manager and budgeted for in the 2011/12 Fiscal Budget.
14. CDPH – Cooperative Agreement:
The Manager reported on the Agreement that District enters into with the State each year.
15. Board Appointments:
Trustees Hellwig and George indicated interest in remaining on the Board. The District will contact Trustee Phillips and report to the appointing authority for each for action by the respective body.
16. Adjournment:
The meeting adjourned at 8:45 p.m.
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Michael W. Alburn, Recording Secretary