09/03/2008 Minutes | Arizona City Sanitary District


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REGULAR MEETING SEPTEMBER 3, 2008

The Arizona City Sanitary District Board of Directors held a Regular Meeting at 6:00 p.m., Wednesday, September 3, 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, Mary Boileau, Susan Versluis

Guests: William Sullivan, CGSUS; Kim Allen, Resident; Gary Boileau

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 report on SBR Tank #3 repair work

A. Authorize payment to Opt Co for repair work:

Brown and Caldwell had submitted a hand written Inspection Log. Brown and Caldwell approved the work on SBR #3 and recommends acceptance of the work.

Staff instructed to inform Brown and Caldwell that the Board requires an official report. As Brown and Caldwell accepted the work performed, Staff authorized to issue payment to Opt Co., Inc.

4. Discussion and possible action regarding the Recharge project including:

A. Pond basin weeds removal

B. Basin bank erosion and drainage problem

C. Clearing fence perimeter and remove all debris left from original pond construction

Mr. Sullivan presented the Board with a draft letter to Mr. Peter Livingston noticing him of default under the operating agreement between the District and Recharge Technologies. Board also presented with estimates from Leary’s Excavation Inc., to clear weeds from the pond basins and banks; repair the eroding banks; reroute water to drain to the North East, and clear the fence perimeter.

Mr. Sullivan has talked to Mr. Livingston’s legal council and told him the Board was anxious to get the recharge facility up and running.

The Board directed Mr. Sullivan to get the letter and the estimates to Mr. Livingston’s legal council as soon as possible. Should the work at the ponds not be completed by the next Board meeting, the Board will consider legal action.

Mr. Andrews was then instructed to notify ADEQ that discharge will begin on or after fifteen (15) days from the date of the letter.

5. Discussion and possible action regarding approving a Service Agreement with Gen-Tech for generators maintenance: Mr. Sullivan has read the agreement and brought up some key points for the Board to consider.

Gen-Tech will do annual load banking, quarterly on site inspections, weekly testing on both generators via modem and provide a printed report of each test. They also included in their quote four new batteries and battery cables and the labor to install them. Also provided is a three day generator seminar for one of our employees.

Anything over and above this will be billed at time and materials and Mr. Sullivan pointed out that Gen-Tech is not making any guarantees that the generators will start if the power goes out. Lengthy discussions.

Motion made by Member McKenzie to approve the Service Agreement with Gen-Tech in the amount of $14,142.50 and charge the expense to the contingency account. Motion seconded by Member Campion. Vote – 5 Ayes. Motion carried.

Member Borboa wants Gen-Tech to have oversight while they are here by the Plant Supervisor and the District employee who will be attending the generator seminar.

6. Discussion and possible action regarding the District’s response to the City of Casa Grande regarding their DMA application: Mr. Sullivan presented the Board with a draft letter to the City of Casa Grande. Casa Grande has revised their proposed DMA area so it does not conflict with the DMA of the Sanitary District; however a portion of Casa Grande’s adopted planning area is within the District’s DMA.

The letter thanks them for revising their proposed DMA and points out the conflict with their planning area.

The letter states that the District is willing to support Casa Grande’s revised DMA Application if the text in the City’s 208 Amendment includes the following:

Casa Grande agrees that before entering into any agreement relating to, granting or seeking any governmental approval of, or commencing a) the construction of sewer facilities, b) the extension of a sewer service area or c) initiating sewer service within an area for which another entity is the Designated Management Authority, Casa Grande shall coordinate with and obtain the consent of such Designated Management Authority.

Mr. Sullivan was directed to send the letter with copies to Mr. Armenta, CAAG and Pinal County’s 208 Representative.

7. Discussion and possible action regarding joining the Arizona Water and Wastewater Response Network:

The Arizona Water and Wastewater Response Network (AZWARN) is an emergency response network that Mr. Andrews would like the District to join. No fees are involved in joining the network.

Member Autry is very concerned that the District should not join until the District has internal controls in place to make sure that District employees are not taking advantage of the situation and that enough staff will be available to run our own treatment facility.

Motion made by Member Miller to join AZWARN with the provision that the Board through the Chairman be notified before any deployment of District Staff or as soon as possible. Motion seconded by Member McKenzie. Vote – 5 Ayes. Motion carried.

Staff directed to put together a fee schedule before the District responds to any emergencies.

8. General Plant Operational Update:

A. Plant Supervisor’s general operational update

(1) General Report

(2) Mixer failure

(3) Pump problems

(4) Sink holes appearing at the following:

(a) Henness Lift Station

(b) Live Oak

(5) August influent, discharges and compliance status

(6) September influent, discharges to date

Plant Supervisor gave his general report, which is on file at the District Offices. No discussion on Items 8 (A) (2) through (6).

9. 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 the District’s Designated Management Area and annexations by the City of Eloy:

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 Campion to convene into Executive Session for Item 9 and Item 11. Motion seconded by Member Miller. Vote 5—Ayes. Motion carried.

Convened into Executive Session at 7:02 p.m.

Reconvened Regular Meeting at 7:45 p.m.

10. Discussion and possible direction regarding meeting with the City of Eloy regarding the District’s Designated Management Area and annexations by the City of Eloy:

Staff directed to send a letter to the Mayor of the City of Eloy thanking him for wanting to meet with the District Board and include that the District would like to have a pre-meeting with a few people in order to help work out an agenda for the September 24, 2008 scheduled meeting.

12. Direction or authorization regarding the Reclaimed Water Reuse Agreement with the Arizona City Golf Course and related litigation: No discussion, direction or authorization.

13. Review and approval of Minutes:

A. Regular Meeting: August 20, 2008

Motion made by Member McKenzie to approve the minutes of the Regular Meeting of August 20, 2008 as presented. Motion seconded by Member Miller. Vote – 5 Ayes. Motion carried.

14. Call to the Public:

Mr. Allen asked if the meeting scheduled with the City of Eloy on September 24, 2008 is open to the public. Mr. Allen advised by Staff the meeting is open to the public.

15. Set future meeting dates:

Regular Meetings: September 17, 2008

October 1, 2008

October 17, 2008

Work Session: September 24, 2008 @ 6:00 p.m.

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

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

* 09/17/08 - Revisions to Purchasing Policy

* 09/17/08 - Adopting Job Order Contracting

* 09/17/08 - Advertisement for Statement of Qualifications for Job Order Contracting

* 09/17/08 - Recharge Project with Executive Session

* 09/17/08 - Meeting with the City of Eloy