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HomeMy WebLinkAbout2002-12-16 WUCFD MINUTESWATER UTILITIES COMMUNITY FACILITIES DISTRICT' (APACHE JUNCTION WATER COMPANY) CITY OF APACHE JUNCTION,ARIZONA REGULAR MEETING DECEMBER 16,2002 The regular meeting of the District Board of the Water Utilities Community Facilities Distric Apache Junction Water Company),City of Apache Junction,Arizona,was held on December 16,2002,at the Apache Junction City Council Chambers pursuant:t6theHnotite:required y law. CALL TO ORDER , Chairperson Coleman called the meeting to order at 6:00 p.m. ROLL CALL Board—Members—Present--Chajrperson—Douglas—Coleman Vice Chairperson Anne Surra Mr.Rick Dietz M .Joe Durbala Mr.R.E.Eck Mr.Brian Milkey (arrived at 6:10 p.m.) Ms,Carol Urich Staff Present:GeOrge Hoffman,District Manager Kathleen Connelly,District Clerk Keith Lewis,District Treasurer Doug Dobson,District Operations Manager Brian -Hall,District Water Superintendent John White,District Accountant Others Present:None. APPROVAL OF MINUTES OF NOVEMBER 4,2002 )Ms.Urich MOVED THAT THE MINUTES OF NOVEMBER 4,2002,BE APPROVED. Mr.Durbala SECONDED THE MOTION. Water Utilities Community Facilities District Meeting Minutes of December 16,2002 Page 1 of 10 VOTE:Unanimous. The motion carried. CONSIDERATION OF CHANGE ORDER TO CONTRACT WITH ARCADIS GERAGHTY & MILLER FOR CONSTRUCTION MANAGEMENT OF ROYAL. PALM, WATERLINE REPLACEMENT PROJECT IN THE AMOUNT OF $22,602.00 DUE TO'UNFORESEEN , CHANGE ORDER District Water Superintendent Brian Hall briefed the board on the item.He commented they did not approve any additional funding in the-Original'apprOVal for this project for unforeseen changes.This a change order required for several items,but particularly for the construction management as they attempt to disconnect the old system.The change order represents 6% of the overall contract;normally 10%is included for unforeseen change orders with original approval. Chairperson Coleman called for any discussion on the item. Mr.Dietz asked the status of the project. District Water Superintendent Brian Hall stated they are struggling to close it out.They have about $100.000 of the contractor's money,they have sent them a letter with the final punch list,which are items they need to take care of,and the district has requested a meeting several times to discuss that and the liquidated damages. They indicate they have a claim for additional paving.The district has not been able to get them to respond on that and they are about to write them a letter stating the district will keep the money and consider the project complete.The list of change orders,with the exception of a few things they cannot get such as letters from private residents whose lots they used to stage equipment in and state the property was left in good condition,includes the things that actually need to be fixed at this point,and that totals a few thousand dollars.They will either get their attention and a meeting or those items will be finished by the district itself with ARCADIS finishing the as- built drawing.They would be ahead of the game moneywise if this happens.He believes there is enough left for them to get together for a meeting.Some Water Utilities Community Facilities District Meeting Minutes of December 16,2002 Page 2 of 10 asphalt patches still need to be replaced and there are some minor clean up issues;otherwise the project is complete. Vice Chairperson Surra asked what the difference was between this company cutting into the road and other companies who are asked to put in the wide cuts for paving.They did little repaving compared to the others.- District Water Superintendent Brian Hall stated they were required by city plans to put in a T -top patch;after they create the trench,they need to cut back at least a foot on either side of the pavement so that once the trench is compacted back,the patch is just not over the trench itself but extends at least a foot to either side. Vice Chairperson Surra asked why i t was only one foot to either side;elsewhere she has seen it three feet to either side. changed about a year ago. Mr.Eck commented the standards were District Water Superintendent Brian Hall stated he followed the direction of the city engineer. Vice Chairperson Surra commented she asked because another construction group asked her why they have to do a greater area when they work on the streets.She had told them i t should have been the same for everybody,but they may not have done anything since the change was made. District Water Superintendent Brian Hall stated they did follow the tandards approved by the city engineer. ViCe Chairperson Surra asked if that is the standard that everyofle.-w111:be Jadhering to. District Water Superintendent Brian Hall stated that is correct. Water Utilities Community Facilities District Meeting Minutes of December 16,2002 Page 3 of 10 District Operations Manager Doug Dobson stated that is only on streets that are not newly paved.If the street is less than 3-5 years old,than you work on a different.standard.He added the city will probably be coming back in during the spring to mill the roads. Chairperson Coleman asked if that is just the arterials or the whoTesubdivision. ,District Operations Manager Doug Dobson stated they would' hbt do Royal RajM itself.The city will mill, recycle and replace On Royal,Palm, :and the side'-streets will be pulverized, rebladed,reshaped and have 27 Tof new asphalt put down. Chairperson Coleman asked if that is all the streets or only the ones where work was done. District Operations Manager Doug Dobson stated they would_be.do_ing aLLoLthe ,streets -on that—side-of-Royal Palm and if there is money left over they will start on the other side. Chairperson Coleman closed the discussion with no further'comments and called for a motion. Vice'Chairperson Surra MOVED THAT APPROVAL BE GIVEN FOR THE CHANGE ORDER TO THE CONTRACT WITH ARCADIS GERAGHTY & MILLER FOR CONSTRUCTION MANAGEMENT OF ROYAL PALM WATERLINE REPLACEMENT PROJECT IN THE AMOUNT OF $22,602.00 DUE TO UNFORESEEN CHANGE ORDERS. Mr.Dietz SECONDED THE MOTION. VOTE:Unanimous_ The motion carried. CONSIDERATION OF RENEWAL OF INCENTIVE RECHARGE CONTRACT WITH CENTRAL ARIZONA WATER CONSERVATION DISTRICT FOR LONG-TERM WATER STORAGE CREDIT (AGREEMENT BETWEEN THE CENTRAL ARIZONA WATER CONSERVATION DISTRICT AND APACHE JUNCTION WATER COMPANY Water Utilities Community Facilities District Meeting Minutes of December 16,2002 Page 4 of 10 PROVIDING FOR THE DELIVERY OF EXCESS CENTRAL ARIZONA PROJECT WATER )District Water Superintendent Brian Hall briefed the board on the item.He commented the district has purchased excess water each year and sold it to New Magma Irrigation District, resulting in the banking of credits for the withdrawal of groundwater in future years.The district will soon (--.eath a point where it will soon have to comply with what they term a safe yield;ahd.that is putting into the ground what is taken out of it As:Central:Arlzona PrOject water is treated and delivered to our customerS_ip,ihe -futurel,any wafer drawn from the wells will have to be offset with waterin the,grO.tind:The'recharge credits will allow the district to get.a little ahead'of .the game when the time comes that there will not be a lot of exceSs Central Arizona Prbject water;the district will work with its allotment from them.There has been a slight Change in the contract language and.it has been addressed with a memo from Bill Farrell. The change is how we determine what is annual recovery and what is long-term storage recovery.The only difference is the amount paid for the water;long- term -storage-is-less-per-acre-foot-7 —The- Department -of -Water -Resources apparently felt they were not getting the money they thought they should have been getting the way it was being accounted for.The contract does not change their -way of doing:things,i t clarifies their position in an area that was open to interpretation.It coststhe district a little, more money,but there are no penalties.He recommended approving the contract. Chairperson Coleman called for any discussion on the item. Mr.Durbala asked what had happened to the possibility of using some of the sewage plant reclaimed water as credits : District Water Superintendent Brian Hall stated that has been discussed in detail recently.He believes they will approach their board again in the near future with more discussion on purchasing the effluent credits or reclaimed water credits.Initially the two boards could not get together on the price and the negotiations dropped by the wayside. Water Utilities Community Facilities District Meeting Minutes of December 16,2002 Page 5 of 10 Mr.Durbala commented he read an article in a magazine this month concerning different water and that 2% to 6% of all water being used is reclaimed water. District Water Superintendent Brian Hall stated some of it is being used directly on golf courses and some is used for recharge., Durala commented some of it is also used for drinking water after it has gone through the filtration process. •, 'District Water Superintendent Brian Hall stated it would have taLbe uri thrOUgh 'a full blown treatment plant.He does not know anybody locally doing that. Mr.Durbala asked if that would be brought back to the board for recharge credits. District Water Superintendent Brian Hall stated he did not know how soon but he will be bringing i t back for discussion,along with additional discussions with their board to open up negotiations again. Mr.Durbala asked if the golf course would still be hooking up to use the effluent once the agreement is reached. District Water Superintendent Brian Hall stated he is not aware of that..They currently use raw Central Arizona Project water. Mr.Eck commented the district has an allotment of water in acre feet. District Water Superintendent Brian Hall stated i t is 2,919. Mr.Eck asked if the district would have to pay for that regardless if it is used. Water Utilities Community Facilities District' Meeting Minutes of December 16,2002 Page 6 of 10 District Water Superintendent Brian Hall stated he does not believe they have to pay i f i t is not used. District Accountant John White stated they have to pay maintenance for the canal. ,Akistrict Water Superintendent Brian Hall stated they 'do not pay for the-full'allotment of water until i t is used. However,if the district tells them itA4111415p'500 acre feet of water,that is what the district payS''-for 4ether i t iS bS'ed br not.. .Eck asked if this is what they are doing with Roosevelt.. District Water Superintendent Brian Hall stated that is excess water above and beyond the 2,919.As long as there is excess water,they can buy the water.The district buys the water for long-term_storage-cred4s-and-recovered credits. Mr.Eck asked if the district gets recharge credits from the Magma water. District Water Superintendent Brian Hall stated they do.The district pays about $12 an acre foot less for - incentive water used for recharge that it does for Central Arizona Project water.As long as there is excess water and i t is being used for long-term storage,they will sell it at a discounted price.The district will continue to buy what it can afford to put i t aside for the future. Mr.Eck asked how far ahead the district is. District Water Superintendent Brian Hall stated the reports from water resources are usually about 2 years behind. They sell it to Magma who in turn sells it to the farmers,and they have to wait until the farmers.report in how much they use.The reports from last year have not been accurate per water resources,and they will watch i t for another month or two.A letter was sent to New Magma,and if the district does not get credit for those,the New Magma contract states they will Water Utilities Community Facilities District Meeting Minutes of December 16,2002 Page 7 of 10 reimburse us for all but 5%.' He believes they have about 11,000 to 12,000 acre feet in the recharge bank at this time. Mr.Durbala asked if the allocation chart goes down if the CAP water allocation is not all used up over a period of years. District Water Superintendent Brian Hall stated he is not aware that it does.He commented they requested 2,883 acre feet of the incentive water and they requested 40 acre feet of the 2,919 for 2002 as that is what is used to sell at the Central Arizona Project stand. They are showing 480 acre feet for next year because of the district's intention to have Mesa treat some of that water.They are starting to show that they are using the water.He has not read or heard anywhere that they would lose any of that. Mr.Durbala asked 'if the district .would be losing some of its us.age by_buying_the water_from Mesa. District Water Superintendent Brian Hall stated they are not losing it but they are using up some of the 2,919. Mr.Durbala asked if we are still getting charged on top of what we buy the water for plus what Mesa does to process it. District Water Superintendent Brian Hall stated that is correct,and that is factored in.We pay Central Arizona Project so much for raw water:Mesa to treat i t and deliver it to Crismon,and then Arizona Water to deliver i t across their system on the wheeling agreement. discussion and called for a motion. Chairperson Coleman closed the •Vice' Chairperson Surra MOVED THAT THE RENEWAL OF INCENTIVE RECHARGE CONTRACT BETWEEN APACHE JUNCTION WATER COMPANY AND CENTRAL ARIZONA WATER CONSERVATION DISTRICT FOR LONG-TERM WATER STORAGE CREDIT,PROVIDING FOR THE DELIVERY OF EXCESS CENTRAL ARIZONA PROJECT Water Utilities Community Facilities District Meeting Minutes of December 16,2002 Page 8 of 10 WATER,BE APPROVED,AND THAT WE AUTHORIZE OUR DISTRICT MANAGER TO SIGN THE CONTRACT. Mr.Dietz SECONDED THE MOTION. VOTE:Unanimous. The motion carried. DISTRICT WATER SUPERINTENDENT REPORT None. DISTRICT MANAGER REPORT District Manager George Hoffman stated he has initiated conversations with the sewer district's Ed Grabek and Chairman Mike McNulty concerning the recharge _credit_:issue_and_he_will_have_furtherdiscusslons with them____He—added-he—and _ the district clerk are coordinating with the district counsel to get an update on some outstanding issues the board had previously expressed interest in. DISTRICT TREASURER REPORT None. DISTRICT COUNSEL REPORT None. ADJOURNMENT meeting at 6:26 p.m. )Chairperson Coleman adjourned the ACCEPTED THIS DAY,OF 2003,BY THE CHAIRPERSON AND DISTRICT BOARD'OF:,14' WATER UTILITIES COMMUNITY FACILITIES DISTRICT (APACHE JUNCTION WATER COMPANY)CITY OF APACHE JUNCTION,ARIZONA. SIGNED AND ATTESTED TO THIS '7 DAY OF ,2003. Water Utilities Community Facilities District Meeting Minutes of December 16,2002 Page 9 of 10 ATTEST: Kathleen Connelly District Clerk . Douglas Coybman Chairperson i • 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 16th day of December, .2002.I further certify that the meeting was duly called and held and that a quorum was present.' Dated this 19th day of December,2002 Kathleen Connelly District Clerk Water Utilities Community Facilities District Meeting Minutes of December 16,2002 Page 10 of 10