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HomeMy WebLinkAbout2001-03-05 WUCFD MINUTESWATER UTILITIES COMMUNITY FACILITIES DISTRICT (APACHE JUNCTION WATER COMPANY) CITY OF APACHE JUNCTION,ARIZONA REGULAR MEETING MARCH 5,2001 The regular meeting of the District Board of the Water Utilities Community Facilities District (Apache Junction Water Company),City of Apache Junction,Arizona,was held on March 5.2001,at the Apache Junction City Council Chambers pursuant to the notice required by law. CALL TO ORDER Chairperson Coleman called the meeting to order at 6:04 p.m. ROLL CALL Board Members Present:Chairperson Douglas Coleman Vice Chairperson Anne Surra Mr.Rick Dietz Mr.Joe Durbala Mr.R.E.Eck Mr.John Insalaco Ms.Carol Urich Staff Present:Curtis Shook,District Manager Kathleen Connelly,District Clerk Doug Dobson,District Operations Manager Brian Hall,District Water Superintendent Others Present:George Hoffman,Assistant City Manager APPROVAL OF MINUTES OF FEBRUARY 5,2001 )Mr.Dietz MOVED THAT THE MINUTES OF FEBRUARY 5,2001.BE APPROVED. Chairperson Surra SECONDED THE MOTION VOTE:Unanimous. Water Utilities Community Facilities District Meeting Minutes of March 5.2001 Page 1 of 14 The motion carried. DISCUSSION AND CONSIDERATION OF RESOLUTION NO.2001-01,A RESOLUTION AUTHORIZING THE DISTRICT MANAGER TO SIGN .A CONSENT ORDER FROM THE ARIZONA DEPARTMENT OF ENVIRONMENTAL QUALITY REGARDING A MAXIMUM CONTAMINATE LEVEL OF EXCEEDENCE IN JUNE 2000 )District Manager Curtis Shook briefed the board on the item.This is the final document and it contains the changes the district asked to be made.The original fine was $4,000 or $4,500:it was negotiated down to $2,400.The problems that caused this have been rectified by changes in the operating procedures. Mr.Eck asked what does it mean that the district has been "binded"by the consent order. District Manager Curtis Shook stated it means he is authorized to sign the document.They thought it would be more appropriate for the manager to sign the document than the board president. Mr.Eck asked if this puts the district in a probationary period. District Manager Curtis Shook stated it settles this one issue only. Mr.Eck commented he thought the district was getting this because it was determined the district was out of compliance on testing.This states Arizona Department of Environmental Quality did not receive a phone call notifying them of the presence of e coli, and he thought one had been made. District Manager Curtis Shook stated they are stating the district should have contacted them immediately after the first test.The district interpreted the section as saying they were to be notified upon the retaking of the test showing e coil and the call had to be made within 48 hours.They are saying it is within 24 hours and they are refusing to move on that issue. Water Utilities Community Facilities District Meeting Minutes of March 5,2001 Page 2 of 14 Mr.Eck asked if the district is getting the same representative each time from Arizona Department of Environmental Quality or are there different people each time. District Manager Curtis Shook stated one was the same.Part of the problem was this occurred at the same time there was an e coll breakout in Wisconsin where 4 people died.The head of the division appeared intent to make an issue out of it:as there was the possibility of e coll,they were going to take action. Ms.Urich MOVED THAT RESOLUTION NO. 2001-01,A RESOLUTION OF THE BOARD OF DIRECTORS OF THE WATER UTILITIES COMMUNITY FACILITIES DISTRICT (CITY OF APACHE JUNCTION,ARIZONA)AUTHORIZING THE DISTRICT MANAGER TO BIND THE DISTRICT BY SIGNING A CONSENT ORDER FROM THE ARIZONA DEPARTMENT OF ENVIRONMENTAL QUALITY REGARDING A MAXIMUM CONTAMINATE LEVEL EXCEEDENCE IN JUNE 2000,PWS ID#11-039,BE APPROVED. Mr.Dietz SECONDED THE MOTION. VOTE:Unanimous. The motion carried. DISCUSSION AND CONSIDERATION OF PROFESSIONAL SERVICES AGREEMENT WITH ARCADIS GERAGHTY & MILLER FOR THE INVESTIGATION AND REHABILITATION OF WELL #6 IN AN AMOUNT UP TO $210,000.00 )District Water Superintendent Brian Hall briefed the board on the item.Well #6 has exceeded the old standard for arsenic and has been blended with the other well in order for the district to be in compliance.The new standards may be more strict so money was left in the budget to do rehabilitation on Well #6.The actual investigation as proposed is a little over $18,000.They believe the problem is in the lower level of the aquafir due to an extreme temperature jump recorded when they got to that level.They estimate the repair will cost $6,300,providing the lower portion does not represent a large percentage of the yield of that well.I f i t is half or more of the yield,the district will have to look at other options.Staff has asked for $210,000 as they will not know the exact cost until the well is taken down and the testing has been Water Utilities Community Facilities District Meeting Minutes of March 5,2001 Page 3 of 14 done.He would like the board's approval to stay within the budget guidelines under the concurrence of the district manager and the operations manager should something come up that needs immediate attention while the well is down in order to rehabilitate the well beyond what the speculation might be.The initial purchase order will be for approximately $25,000 if everything is correct,but if more is found while the well is down,staff would like the authority to go ahead and do what is needed to make the well right and stay within budget. Mr.Dietz asked what the remainder of the money after the initial $25,000 would be used for. District Water Superintendent Brian Hall stated if they find the arsenic in the center section and the yield is small,it is more expensive to seal off a center section of the well than the bottom section.He believes they would have to go down with some type of grouting machine to actually seal two different areas,place holes in the well casing and pump a grout solution out in certain sections.If it was the bottom,they could just dump sand or clay in the bottom of the well.If they find that the section does carry 50% of the yield,then they need to work on some kind of treatment that needs to be done in the well.If it can be done after the well is back in production,then staff will come back to the board with the options available.He would also like the authority to repair or rebuild the pump if needed while the well is down so they do not have to come back to the board for the authority to do so and then have to take the well down a second time to effect those repairs. Mr.Dietz commented the excess amount would be for rehabilitation of the well. District Water Superintendent Brian Hall stated that is correct. Mr.Dietz commented this would assure that the funds are there so they do not have the same problem with taking down the well for needed repairs later as they had to do with Well #5. District Water Superintendent Brian Hall stated the amount budgeted for this project was $210,000.They are hoping the problem can be corrected expending only $25,000.However,if they Water Utilities Community Facilities District Meeting Minutes of March 5,2001 Page 4 of 14 find something that needs immediate attention while the well is down,they would like the authority to go beyond the $25,000 up to the amount budgeted. Mr.Dietz commented there would be enough funds in the $210,000 to take care of anything while it is down.This would be the time to do the repairs. District Water Superintendent Brian Hall stated it would not be part of the rehabilitation for arsenic if they have to replace the bowls or the impeller in the pump.It would be part of rehabilitating the well. Mr.Eck commented it was his intention for the rehabilitation of the well to be part of the master plan. The board was supposed to receive information as to whether the money should be put into Well #6,if the district should tie in with Mesa,or if it should look for a new source of water.He does not believe Well #6 is worth repairing for any more than $25,000.They need to find out if it has that big an arsenic problem.The district does not know how much the City of Mesa is going to charge the district,and $660,000 has been approved for that tie in. If Well #6 is going to cost more than $25,000,the district should give up on it and move to a new source.In addition,he would like to get the information from the master plan on this,which is due in April. District Water Superintendent Brian Hall commented he believes,due to potential growth,that the water coming out of Well #6 may not be worth treating tomorrow,but in the future that water may be needed unless the treatment is past their limit.Having the water there is precious enough to where they are going to want to keep it. Mr.Eck asked what the gallons per minute are for Well #6. District Water Superintendent Brian Hall stated i t is designed for 625 gallons per minute,and the district is getting 550 to 570 gallons per minute. Mr.Eck commented that is very low: if they lose any more,he cannot see putting money into that well. Water Utilities Community Facilities District Meeting Minutes of March 5.2001 Page 5 of 14 District Water Superintendent Brian Hall commented i t is almost half the district's water. Mr.Eck commented the district needs a new source of water. District Water Superintendent Brian Hall agreed.The district is working towards that,but it will take time. Mr.Eck commented he would like to get assistance from Karl Kohoff with HDR Consultant.His specialty is getting water.He asked if the district was using him on another project at this time. District Water Superintendent Brian Hall stated that is correct. District Manager Curtis Shook asked how long the bid is good for. District Water Superintendent Brian Hall stated he did not know at this time.In addition,Arizona Water told him that there would be a limit as to when the district could get water from them as we approach the summer season,so it should be done before we get too far into the summer. Mr.Dietz asked what this had to do with Arizona Water. District Water Superintendent Brian Hall stated they will have to buy water from Arizona Water once this well is shut down for rehabilitation.They cannot call up anytime during the year and order 1.000 gallons a minute tomorrow.It has to be planned with their water production and availability. Mr.Dietz commented he thought the hook up was for use as an emergency source as needed and to expedite the hook up with Mesa.He asked what would happen if Well #5 went down again and we could not get water from Arizona Water. Water Utilities Community Facilities District Meeting Minutes of March 5,2001 Page 6 of 14 District Water Superintendent Brian Hall commented he has not read the entire agreement. Mr.Dietz commented he thought that was the whole purpose of the agreement. District Manager Curtis Shook commented i t gives the district another means of getting water in an emergency.He is not saying Arizona Water will not supply the district with water:they would like some lead time when asking for water,except during an emergency.If it is an emergency,he is sure they will give the district water unless it is a peak time for Arizona Water and they are short themselves. District Water Superintendent Brian Hall stated Arizona Water had told him it would work better for their planning if this was done before summer. Mr.Dietz asked when the district would be hooking up with Mesa. District Manager Curtis Shook stated they are not hooked up with Mesa:there are two miles of pipe to lay. Mr.Dietz asked where the district is with that. District Manager Curtis Shook stated the district is in the middle of the master plan and it has brought in a consultant to assist in negotiating that and some other water supply issues. Mr.Durbala commented the district better get moving on that.The district could be in a dire situation if anything happened to either of the wells,both in water and fire protection. District Manager Curtis Shook commented that has always been the case. Water Utilities Community Facilities District Meeting Minutes of March 5,2001 Page 7 of 14 Mr.Durbala commented it sounds like it is worse than before.He would like to see the connection with Mesa expedited.It needs to be started. District Manager Curtis Shook stated there are additional issues where they cannot rush out and do it. Mr.Durbala asked what they would do if they do not have the water when they need it.This is something everyone needs.Even though they may have to rush this through to get it approved and get the hook up with Mesa,they may not have to use it right away.However, it should be available if needed.It should be on the fast track.He would hate to see one of the wells go down and have Arizona Water not be able to provide the water that was needed,causing fire hydrants to have problems.He would like to see something done with the well at this time,also.The filtration plant may be years away as the district is still waiting for that property to be built.He would like to see the water source guaranteed.even if the city has to get involved to help finance it. District Water Superintendent Brian Hall stated they are in the process of a temporary purchase of water from Mesa to be pumped in through Arizona Water lines;it is the CAP allocation.This is a temporary measure for 3 or 4 years. Mr.Durbala commented that would raise the cost of the water.He asked if it would take 3 or 4 years to get the two-mile line done. District Water Superintendent Brian Hall stated that is incorrect.The temporary measure would be good for up to that time. Vice Chairperson Surra asked if the $210,000 includes the money to be used for searching for a new well or water source or if it is strictly for the repair of equipment. District Water Superintendent Brian Hall stated it is specifically for the rehabilitation of Well #6. Water Utilities Community Facilities District Meeting Minutes of March 5,2001 Page 8 of 14 Vice Chairperson Surra asked if it was not strictly for Well #6 would they be able to use the money for some other project. District Water Superintendent Brian Hall stated it was under capital expenditures,and he believes they look at the bottom line on the budget.This was earmarked for Well #6. Vice Chairperson Surra commented it was expected that it would be spent on the rehabilitation of Well #6. District Manager Curtis Shook stated this is part of the savings from the original bond funds.The bond counsel cleared the ability to move on to other projects with the money. District Operations Manager Doug Dobson stated they were told in the beginning it would take approximately $210,000 to fix the problem.The consultant from Geraghty & Miller,after looking at the well,determined it could possibly be repaired for $25,000. The reason they are here tonight is if they find more problems with the well, they do not want to be limited to only having $25.000 to repair the well. They may need an additional $15.000 to repair something else in the well and this would allow them to have the money available.No money will be spent that they do not have to spend. estimate the well to be down. Dobson stated it would be down 36 hours. maximum without any unforeseen repairs. Mr.Dietz asked how long they District Operations Manager Doug Mr.Dietz asked if that would be District Operations Manager Doug Dobson stated in case something else comes up,it could be down 2 to 3 days. Mr.Dietz asked where the money would be coming from to purchase water from Arizona Water Company. Water Utilities Community Facilities District Meeting Minutes of March 5.2001 Page 9 of 14 District Operations Manager Doug Dobson stated they would try to use this money for it. Vice Chairperson Surra asked if they could get educational materials to the users requesting more conservative water use during the time this is going to be done.She feels they should be doing more to educate the user on how to conserve their water usage and the demand that is placed on the well water at the district's disposal.They would then know what to do when they are notified that a well needs to be taken down. District Operations Manager Doug Dobson stated they can shut off the contractors during that time and they can get a letter out to the users stating when the system would be down and asking them to minimize their use. Mr.Dietz commented they should let them know that the district is working on the arsenic level. Mr.Insalaco stated he would not say anything about arsenic:just tell them it is being rehabilitated. Mr.Durbala and Vice Chairperson Surra agreed with Mr.Insalaco. Vice Chairperson Surra commented they need a program on living in the desert. Mr.Durbala stated the City of Phoenix now uses 20% of flush tank water.Recycling water is happening all over the state. Mr.Eck asked if that is for drinking water. Mr.Durbala stated that is correct. It goes through another filtration process. Vice Chairperson Surra commented people can be educated to use their water wisely. Water Utilities Community Facilities District Meeting Minutes of March 5,2001 Page 10 of 14 Mr.Durbala commented they can clean the water to better than what it was originally coming out of the ground. District Water Superintendent Brian Hall commented as soon as they have adequate supply and the major problems are taken care of there will be more concentration on conservation. District Operations Manager Doug Dobson stated they will put a bulletin up in the office notifying customers in advance that this will be done. Mr.Eck commented he would like to change the exceed amount:he would like to see it lowered to $75,000 from the $210,000.If we have to spend more than that,they should concentrate on other revenue sources. Vice Chairperson Surra asked if $105.000 would be acceptable. Mr.Eck and Mr.Dietz agreed to that amount. Vice Chairperson Surra commented if they had to expend more than that he would know enough in advance to schedule a meeting to go above the $105,000. District Water Superintendent Brian Hall commented he would hope that would put the well back in service. Mr.Durbala commented the money is already budgeted.He does not want to put a limit on it without knowing anything.We need the water now;it does not need to set or need to be torn down again in six to eight weeks. Vice Chairperson Surra commented Mr. Eck's point is well taken:i f i t requires that much,we may not want to do it all right now.The money may be needed somewhere else.She thinks the $105,000 would allow them to do necessary repairs and give them time to come back to the board if additional repairs are needed. Water Utilities Community Facilities District Meeting Minutes of March 5.2001 Page 11 of 14 Mr.Durbala commented they would have the well down,and then they would have to shut it down again later to do the additional repair work.He would rather they had the money available to get all of the repair work done at this time. Mr.Eck commented he does not believe the well is worth spending $210,000 on;he does not think they will get the water they need for that. Mr.Durbala commented they have no choice until they get something set up with their other connections. Vice Chairperson Surra asked if the contractor would close the well up and get it back running again if he was told that there was enough money to cover half of the project and that an emergency meeting would be scheduled to get the approval for the remaining amount. District Water Superintendent Brian Hall stated he does not think that would happen.He has called emergency meetings of council in his previous job,but he was able to do a telephone poll to assure the contractor it would be approved. Vice Chairperson Surra commented he cannot do telephone polls here.Emergency meetings with 24 hours notice are allowed. Ms.Urich commented she is comfortable with approving the $210.000 as the money was budgeted for this and she knows he will be responsible and not spend money that is unnecessary.She does not like the idea of having an emergency meeting for this if it could have already been approved at this meeting. District Manager Curtis Shook commented he believes they will have a better idea of the cost benefit before they get in there.We do not want to spend anything more to the point of diminishing returns.He would have no problem in calling an emergency meeting if this would be more than $105,000 or coming in and asking for ratification. He asked the board to give them the authority to go up to a certain amount, and if there is an emergency,the district manager would have the ability to Water Utilities Community Facilities District Meeting Minutes of March 5,2001 Page 12 of 14 exceed it i f i t is in the best interest of the utility:an emergency meeting would then be called either for a vote or a ratification. Chairperson Coleman closed the discussion and called for a motion. Mr.Durbala MOVED THAT THE AWARD OF BID FOR PROJECT WD 2001-02,PROFESSIONAL SERVICES AGREEMENT FOR THE REHABILITATION OF WELL #6,BE AWARDED TO ARCADIS GERAGHTY & MILLER IN AN AMOUNT NOT TO EXCEED $210,000.00. Ms.Urich SECONDED THE MOTION. VOTE:4-3 (Vice Chairperson Surra,Mr.Eck and Mr.Dietz voted in opposition.) The motion carried. ADJOURNMENT )Chairperson Coleman adjourned the meeting at 6:43 p.m. ACCEPTED THIS 16TH DAY OF APRTI ,2001,BY THE CHAIRPERSON AND DISTRICT BOARD OF THE WATER UTILITIES COMMUNITY FACILITIES DISTRICT (APACHE JUNCTION WATER COMPANY),CITY OF APACHE JUNCTION,ARIZONA . SIGNED AND ATTESTED TO THIS ATTEST: 16TH DAY OF Kathleen Connelly District Clerk APRIL 2001 Douglas Colfleman Chairperson Water Utilities Community Facilities District Meeting Minutes of March 5,2001 Page 13 of 14 WATER UTILITIES COMMUNITY FACILITIES DISTRICT MINUTES CERTIFICATION I hereby certify that the foregoing minutes are a true and correct copy of the minutes of the regular meeting of the Water Utilities Community Facilities District of the City of Apache Junction,Arizona,held on the 5th day of March,2001.I further certify that the meeting was duly called and held and that a quorum was present. Dated this 21st day of March,2001. Kathleen Connelly District Clerk Water Utilities Community Facilities District Meeting Minutes of March 5,2001 Page 14 of 14