8/6/2008 Minutes | Arizona City Sanitary District


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REGULAR MEETING AUGUST 6, 2008

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

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

Board Member Attending by Cecil Borboa

Telephonic Conference

Board Members Absent: None

Staff Present: Frank Andrews, Susan Versluis, Mary Boileau

Guests: Kelly Schwaab, CGSUS; Randy Tirpak and Gary Neuman, Brown and Caldwell;

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 approving plans and specifications for plant safety modifications identified by District Engineer and moving forward with the bidding process:

A. Electrical upgrades at the Headwork’s Building

B. Architectural upgrades at the Headwork’s Building

C. Mechanical upgrades in the Headwork’s Building

D. Structural/Architectural upgrades at the SBR Tanks

E. Structural/Architectural upgrades at the Maintenance Building

The technical specifications were given to the District Office and a copy provided to District legal counsel for preparation of the bid documents.

Mr. Tirpak recommended that his office put on a short seminar on alternative delivery methods as a way of expediting the work. Discussed job order contracting at some length and the Board was very interested in learning more about this.

The meeting / seminar will be held on August 13, 2008 at 4:00 p.m.

Mrs. Schwab will also attend this meeting to go over the legal requirements relating to job order contracting.

Staff advised the Board that the SBR tie offs need to also be done immediately and need to be added to the list of projects that are going to be first. While working in the SBR’s, the employees have no way to safely tie themselves off.

4. Review, discussion and possible action regarding the following:

A. FEB pond liner: There is a hole in the pond liner. Mr. Andrews has reported it to ADEQ. Mr. Neuman stated that in order to repair the liner in such a way that would make it water tight and still allow personnel to use the skid steer for cleaning would involve the following steps: (1) Take out existing liner and dig down a few inches, (2) put in the new liner with a layer of sand, (3) then apply a hard material on top of the sand. By applying the layer of sand, in the event the skid steer breaks through the hard material it will only hit the sand and not tear the liner.

B. Henness Road Lift Station Hatches and electrical: There are problems with the Junction Box conduit, trip hazards and panel exposure to gases. Hatch cover is bad. These are all safety related issues. The cost to build and install the new hatch cover alone is $4,755.63. The electrical bid is still pending at this time.

C. Henness Road Lift Station back up problems: There is an abandoned lift station that the flow goes through before going into the working lift station. It is at the abandoned lift station that the flow is always backing up. There is a lot of grease and other materials that continually clog the pipe backing up the lift station. Mr. Andrews would like to have the abandoned lift station removed. Brown and Coldwell will work with Mr. Andrews to find a way to either remove the lift station or find alternative ways to fix the problem.

Mr. Tirpak will come to the District on August 12, 2008 to look at the lift station and attempt to access the problem.

Board Members inquired if the sewer line camera had been purchased yet. They were told no. The Board wants the camera to be purchased now.

All of Mr. Andrews report will be put on the agenda for the August 20th meeting so it can be discussed in detail.

5. Update regarding SBR Tank #3 Repair work: Work is scheduled to being on August 13, 2008. Projected completion date is August 20, 2008. Once the work is completed, Brown and Caldwell with inspect the work and provide the Board with a detailed report of the condition of the tank and of the necessary repairs that were done.

6. Call for motion to convene into Executive Session pursuant to A.R.S. §38-431.03(A)(4) for discussion and consultation with the District Attorneys for legal advise relating to hiring practices:

Motion made by Member Campion to convene into executive session pursuant to A.R.S. §38-431.03(A)(3) and (4) for item number 6 and 8. Motion seconded by Member McKenzie. Vote – 5 Ayes. Motion Carried.

Executive session convened at 6:43 p.m.

Recessed back into regular session at 7:15 p.m.

7. Discussion and possible direction to Staff regarding hiring practices of the District: Item tabled until future meeting.

8. 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:

9. Direction or authorization regarding the Reclaimed Water Reuse Agreement with the Arizona City Golf Course and related litigation:

Motion made by Member Miller to authorize legal council to accept service on the Board’s behalf. Motion seconded by Member Campion. Vote – 5 Ayes. Motion Carried.

10. Discussion and possible action regarding reorganization of District Operations Department: Mr. Andrews presented the Board with an organizational chart of how he would like to restructure the titles and duties of his department personnel. This would not cost any more than what is already in the budget for salaries.

The Board would like to consider the restructuring after Mr. Andrews 90 day probationary period is up. They did however, instruct Mr. Andrews to go ahead and fill the three positions that he feels are most urgent.

11. Call for motion to convene into Executive Session pursuant to A.R.S. §38-431.03(A)(1) regarding salaries of District Operations Department employees:

Motion made by Member McKenzie to convene into executive session pursuant to A.R.S. §38-431.03(A)(1). Motion seconded by Member Miller. Vote – 5 Ayes. Motion Carried.

Convened into executive session at 7:25 p.m.

Recessed back into regular session at 7:28 p.m.

Motion made by Member Campion to have Mr. Andrews fill the three positions that he feels are most urgent, Maintenance Equipment Tech, Operator Tech, and Line Locator, at the new proposed rate. Motion seconded by Member Miller. Vote – 5 Ayes. Motion Carried.

12. Review and approval of Minutes:

A. Regular Meeting: July 16, 2008

Motion made by Member Miller to approve the minutes of the July 16, 2008 meeting as presente. Motion seconded by Member Campion. Vote – 5 Ayes. Motion Carried.

13. Call to the Public: Ms. Versluis stated that the City of Casa Grande is moving forward with their proposed DMA. This will be put on the agenda for August 20, 2008.

14. Set future meeting dates:

Special Session: August 13, 2008

Regular Meetings: August 20, 2008

September 3, 2008

September 17, 2008

October 1, 2008

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

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

* 08/13/08 - Presentation on Alternative methods for selecting a Contractor

* 08/20/08 - City of Casa Grand DMA

* 08/20/08 - Staff Reports

* 08/20/08 - Arizona Water & Wastewater Response Network