7/16/2008 Minutes | Arizona City Sanitary District


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REGULAR MEETING JULY 16, 2008

The Arizona City Sanitary District Board of Directors held a Regular Meeting at 6:00 p.m., Wednesday, July 16, 2008, at the regular meeting place of 12922 S. Kashmir Road, Arizona City, Arizona.

Board Members Present: Richard Autry, Cecil Borboa, David Campion, Joanne McKenzie, William Miller

Board Members Absent: * None

Staff Present: Frank Andrews, Susan Versluis

Guests: William Sullivan, CGSUS

1. Call to Order: Chairman called meeting to order at 6:00 p.m.

2. Welcome to Guests – Chairman’s comments: Chairman welcomed guests

3. Discussion and possible action regarding the Recharge Project:

Staff met with Mr. Livingston. The monitoring well pump and the sounding device to do all the testing have been installed. The steps have been repaired and a box has been installed for storage. Unfortunately, the District has not received the actual signed permit.

ADWR has advised the District not to send effluent to the site until the actual permit has been received, however, the District can send now but will not get “water credits” until the actual permit has been received.

Mr. Livingston will conduct a pre-check of the recharge site prior to effluent being sent to the site. Mr. Livingston will also provide the District with electronic copies of all forms.

4. Discussion and possible action regarding agreement with Opt Co. Inc. for SBR Tank #3 repair work:

Mr. Sullivan will have the draft Agreement by Thursday for the Chair’s review. Once finalized, the Agreement will be forwarded to Opt Co., Inc. for their signature. The work will be coordinated between District Staff and Brown and Caldwell.

5. Discussion and possible action regarding sewer service to 3,800 acres of State Land within the District’s DMA which Eloy is considering annexing:

The District recently learned that on May 27, 2008 the City of Eloy approved a Pre-annexation Development Agreement and annexed, by Resolution, the 3,800 acres of State Land. The District believes this land is within the District’s DMA (Designated Management Area).

A draft letter was prepared by Mr. Sullivan to the City of Eloy advising that this land is within the District’s DMA, the District was not consulted and appears that according to the pre-annexation agreement the City is going to provide sewer service to the area. Furthermore, the District is unaware that these 3,800 acres are in the City of Eloy’s 208 Plan. The City of Eloy is also considering working with Global to provide service (water and wastewater services) to the area. Board discussed sending Global a letter advising of the District’s DMA.

Member Miller advised that the State will have a meeting in August to approve the annexation. Therefore, copies of the letter to Eloy should be copied to the State Land Commissioner and possibly the Assistant State Attorney General who handles State Land.

Mr. Sullivan will prepare a “generic” letter to the City of Casa Grande and Global, including the District’s DMA Map, reminding them that any items regarding sewer service in the District’s DMA needs to be brought before the Board. The Board should also consider providing notification to ADEQ and Pinal County so when they get plans to review that involve areas included in the District’s Service Area / DMA, the Board has signed off on the plans or by letter.

Motion made by Member Campion approving sending a letter to the City of Eloy with copies to the Assistant Attorney General and the State Land Commission and preparing a draft letter to the City of Casa Grande and Global. Motion seconded by Member McKenzie. Vote -- 5 ayes. Motion carried.

6. Discussion and possible action approving plans and specifications for plant modifications identified by District Engineer and moving forward with the bidding process:

Board advised the plans have been received, but not the actual specifications. Eric Campbell, Brown and Caldwell, provided a copy of a letter dated May 7, 2008 showing cost estimates. Mr. Campbell did mark which items were included on the plans.

Board tabled this item until the actual bid package and specifications were reviewed. Board requested Brown and Caldwell’s presence at the next meeting.

7. Discussion and possible action regarding charging Live Oak Ranch Subdivision residents for back sewer fees:

Staff discussed with the Board their previous decision to back charge the six homes for sewer service now that the system has been accepted by the District. Staff feels the six owners purchased their homes in good faith, came to the District to sign up for service only to be told the system has not been accepted as yet. Further discussions.

Motion made by Member Campion to rescind the July 2, 2008 decision to back charge the original six owners for past sewer service and start their billing July 1, 2008. Motion seconded by Member Borboa. Vote -- 5 ayes. Motion carried.

8. General Plant Operational Update:

A. Plant Supervisor’s general operational update

(1) General Report: On file in District Office

(2) July influent, discharges and compliance status: Flow chart provided with flows through July 16, 2008. Copy on file in District Office

(3) Recharge Project: Discussion under Item 3.

(4) Arizona Water and Wastewater Response Network: The network is a statewide gathering of all agencies for mutual aid. The mutual aid agreement pools resources for major catastrophes. The cost to join is free. The Response Network requires you to respond, if available, and you are agreeing to do so. You will get reimbursed for time/materials on a set fee basis. You can either agree to FEMA’s price or you can submit your own price schedule.

Mr. Sullivan advised that Electric Utilities and Fire Departments have been doing this for years. Copies of the program provided to the Chairman and Mr. Sullivan for review. Item tabled until the second meeting in August.

9. Administrative Update:

A. Officer Manager’s general operational update

(1) General Report: Staff advised the Safety program is continuing, with training next week. Meeting scheduled with our Safety consultant for our annual safety audit.

(2) Status of Sewer Service Connection Permits

(3) June direct disbursements and transfers to the County

Reports on file in District Office

10. Call for motion to convene into Executive Session pursuant to A.R.S. §38-431.03(A)(3) for consultation with District’s attorney regarding pending contracts

11. Call for motion to convene into Executive Session pursuant to A.R.S. §38-431.03(A)(3) and (4) for the purpose of obtaining legal advice and/or for discussions or consultation with District’s legal counsel to consider the District’s position and instruct its representatives regarding Reclaimed Water Reuse Agreement with the Arizona City Golf Course and related litigation

Motion made by Member McKenzie to convene into executive session for Item10 pursuant to A.R.S. §38-431.03(A)(3) and Item 11 pursuant to A.R.S. §38-431.03(A)(3) and (4). Motion seconded by Member Campion. Vote -- 5 ayes. Motion carried.

Recessed into Executive Session at 7:24 p.m.

Reconvened Regular Meeting at 8:00 p.m.

12. Discussion and possible action regarding the Reclaimed Water Reuse Agreement with the Arizona City Golf Course and related litigation:

Motion made by Member Campion directing District Counsel to file an application for an entry of default. Motion seconded by Member McKenzie. Vote -- 5 ayes. Motion carried.

13. Review and approval of Minutes:

A. Regular Meeting: July 2, 2008

Motion made by Member McKenzie to approve the minutes of the July 2, 2008 Regular Meeting as presented. Motion seconded by Member Miller. Vote – 5 Ayes. Motion Carried.

14. Call to the Public: No Public Comment

15. Set future meeting dates:

Regular Meetings: August 6, 2008

August 20, 2008

September 3, 2008

* Meetings are scheduled for 6:00 p.m. unless otherwise noted

16. Discussion and action regarding all Future Agenda items and concerns:

* 08/06/08 - SBR Tank #3 Update

* 08/06/08 - Hiring practices of the District

* 08/06/08 - Staff Reports

* 08/16/08 - Arizona Water and Wastewater Response Network

* Future - Plant Security