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HomeMy WebLinkAbout2013-07-02 WUCFD MINUTESWATER UTILITIES COMMUNITY FACILITIES DISTRICT CITY OF APACHE JUNCTION, ARIZONA REGULAR MEETING JULY 2, 2013 The regular meeting of the District Board of the Water Utilities Community Facilities District, City of Apache Junction, Arizona, was held on July 2, 2013, at the Apache Junction City Council Chambers pursuant to the notice required by law. CALL TO ORDER Chairperson Insalaco called the meeting to order at 6:00 p.m. ROLL CALL Board Members Present:Chairperson Insalaco Vice Chairperson Barker Mrs. Evans Mrs. Rizzi Mr. Serdy Mr. Waldron Mr. Wilson Staff Present:George Hoffman, District Manager Kathleen Connelly, District Clerk Frank Blanco, District Director Joel Stern, District Legal Counsel Giao Pham, Utility Director Donna Meinerts, District Treasurer John White, District Finance Manager Others Present:Bryant Powell, Assistant City Manager Hazel Randall, Administrative Assistant APPROVAL OF MINUTES OF June 18,2013) ) Mr. Waldron MOVED THAT THE MINUTES OF JUNE 18, 2013, BE APPROVED. Water Utilities Community Facilities District Meeting Minutes of July 2, 2013 Page 1 of 9 Vice Chairperson Barker SECONDED THE MOTION. VOTE:Unanimous. The motion carried. DISCUSSION OF PROPOSED BUDGET FOR FISCAL YEAR 2013-2014 TO INCLUDE PROPOSED RATES, FEES AND CHARGES, CLASSIFICATION AND COMPENSATION PLAN FOR DISTRICT EMPLOYEES -)District Finance Manager John White stated the budget includes a 3% increase which is the same as what is proposed for the city.Rates are remaining the same with a couple of exceptions that do not affect the ongoing current customer base.One exception is system connection fees which are for new customers and is a 2.7% increase consistent with what they have done in past years.This usually rounds out to $100 per residential connection.Another exception is the proposal of a water resource acquisition fee which is $655. This is a one-time fee that will be assessed against new development and new connection. FISCAL YEAR 2013-2014 CLASSIFICATION AND COMPENSATION PLAN FOR DISTRICT EMPLOYEES ) Assistant City Manager Bryant Powell stated this item pertains to the classification and compensation plan.It is very similar to the one for the city.It allows for the 3% general increase for employees in the water district. Mr. Waldron MOVED THAT RESOLUTION NO. 2013-004,A RESOLUTION OF THE WATER UTILITIES COMMUNITY FACILITIES DISTRICT (CITY OF APACHE JUNCTION, ARIZONA) DECLARING AS A PUBLIC RECORD AND ADOPTING CERTAIN DOCUMENTS FILED WITH THE DISTRICT CLERK ENTITLED "THE CLASSIFICATION PLAN FOR FISCAL YEAR 2013-2014" AND "THE COMPENSATION PLAN FOR FISCAL YEAR 2013-2014" BE APPROVED. Water Utilities Community Facilities District Meeting Minutes of July 2, 2013 Page 2 of 9 Vice Chairperson Barker SECONDED THE MOTION. VOTE:Unanimous. The motion carried. RESOLUTION NO. 2013-005, A ADOPTING A PROPOSED BUDGET FOR THE FISCAL YEAR BEGINNING JULY 01, 2013 AND ENDING ON JUNE 30, 2014; ESTABLISHING A PUBLIC HEARING AND DESIGNATING DATE, TIME AND LOCATION BUDGET ) ) Vice Chairperson Barker MOVED THAT RESOLUTION NO. 2013-005, A RESOLUTION OF THE WATER UTILITIES COMMUNITY FACILITIES DISTRICT (CITY OF APACHE JUNCTION, ARIZONA) PURSUANT TO (Arizona Revised Statutes Title 48-016), ADOPTING A PROPOSED BUDGET FOR THE FISCAL YEAR BEGINNING JULY 01, 2013 AND ENDING ON JUNE 30,2014; ESTABLISHING A PUBLIC HEARING ON THE PROPOSED BUDGET; AND DIRECTING STAFF TO SOLICIT COMMENTS FROM THE CITY OF APACHE JUNCTION ON THE PROPOSED ANNUAL BUDGET BE APPROVED; AND I FURTHER MOVE THE PUBLIC HEARING FOR FINAL BUDGET ADOPTION BE HELD ON AUGUST 06, 2013 AT 6:00 PM IN THE APACHE JUNCTION CITY COUNCIL CHAMBERS, 300 EAST SUPERSTITION BOULEVARD, APACHE JUNCTION, ARIZONA. I FURTHER MOVE THAT WE APPROVE TEMPORARY PERSONAL LEAVE FOR ELIGIBLE WATER DISTRICT EMPLOYEES FOR FISCAL YEAR 2013-2014 SUBJECT TO THE FOLLOWING TERMS: 1. ADDING FOUR HOURS OF TEMPORARY PERSONAL LEAVE FOR ELIGIBLE WATER DISTRICT EMPLOYEES WORKING A 4-10 SCHEDULE,TWO HOURS OF WHICH WILL BE USED TO SUPPLEMENT THE EMPLOYEES' BIRTHDAY LEAVE AND TWO HOURS OF WHICH SHALL BE USED TO SUPPLEMENT VETERAN'S DAY HOLIDAY ON NOVEMBER 11, 2013. 2. ADDING FOUR HOURS OF TEMPORARY PERSONAL LEAVE FOR ELIGIBLE EMPLOYEES WORKING A 5-8 SCHEDULE, FOUR HOURS OF WHICH SHALL BE USED DURING FISCAL YEAR 2013-2014. 3. ADDING TWO HOURS OF TEMPORARY PERSONAL LEAVE FOR ELIGIBLE PART TIME EMPLOYEES, TWO HOURS OF WHICH SHALL BE USED DURING FISCAL YEAR 2013-2014. ELIGIBLE PART TIME Water Utilities Community Facilities District Meeting Minutes of July 2, 2013 Page 3 of 9 EMPLOYEES ARE THOSE EMPLOYEES WHO REGULARLY WORK BETWEEN 24 AND 31 HOURS PER WEEK. 4. ELIGIBLE EMPLOYEES WHOSE BIRTHDAY FALLS IN THE MONTH OF JULY 2013 OR AUGUST 2013 AND/OR ELIGIBLE EMPLOYEES WHO REQUEST AND USE BIRTHDAY LEAVE DURING THE MONTH OF JULY 2013 OR AUGUST 2013 SHALL BE REQUIRED TO SUPPLEMENT THEIR BIRTHDAY LEAVE WITH EARNED VACATION LEAVE OR EARNED COMPENSATORY TIME.SUCH EMPLOYEES WILL HAVE AVAILABLE TWO HOURS OF THIS TEMPORARY PERSONAL LEAVE FOR USE AT A LATER DATE DURING FISCAL YEAR 2013-2014 SUBJECT TO THE TERMS AND CONDITIONS AS SET FORTH IN THIS MOTION. 5. THIS TEMPORARY PERSONAL LEAVE WILL BE PLACED IN A SEPARATE BILLING ACCOUNT APART FROM VACATION AND SICK LEAVE; IT WIL BE CONSIDERED STRAIGHT TIME AND WILL NOT BE USED IN THE CALCULATION OF OVERTIME OR CAUSE AN EMPLOYEE TO BE PAID FOR OVER FORTY HOURS IN THE WORK WEEK; IT WILL ONLY BE AVAILABLE FOR USE BEGINNING AUGUST 10, 2013 AND UP TO AND INCLUDING JUNE 30, 2014; THERE WILL BE NO CARRYOVER OF THIS LEAVE BEYOND JUNE 30, 2014; PRIOR TO TAKING THIS LEAVE AN EMPLOYEE SHALL OBTAIN APPROVAL FROM HIS/HER DEPARTMENT DIRECTOR. 6. THIS TEMPORARY PERSONAL LEAVE SHALL BE EXTENDED TO ONLY THOSE EMPLOYEES WHO ARE AN EMPLOYEE OF RECORD ON OR BEFORE JULY 01, 2013. 7. THIS TEMPORARY PERSONAL LEAVE SHALL NOT BE INCLUDED IN ANY PAYOUT PROVISIONS. I FURTHER MOVE THAT THE DISTRICT MANAGER IS AUTHORIZED TO MAKE FINAL ADMINISTRATIVE ADJUSTMENTS TO THESE TERMS. Mr. Wilson SECONDED THE MOTION. VOTE:Unanimous. The motion carried. DISTRICT MANAGER REPORT None. DISTRICT DIRECTOR REPORT Water Utilities Community Facilities District Meeting Minutes of July 2, 2013 Page 4 of 9 District Director Frank Blanco stated he did not have a formal report but had information he wanted to share about a project that is in conjunction with a public works project.This involves the area in the northwest corner of the water district. This area was part of Davis System Water Company at one time so when the water system went in, some of the services such as the mains and the connections to the meters were not installed per the proper specifications.The Maricopa Association of Governments specifications require a 30 -foot minimum cover to the service line from the main to the meter.In some cases they are seeing some depths of about 9 inches to 10 inches that are substandard.The public works paving project will not have the pavement go over the existing water main however some of the grading that needs to be done requires those services to be lowered.There is a four man water crew working on it and things are going as smoothly as expected.They are able to locate the service lines and are able to trench alongside the lines and drop the service lines to the proper depth.This will allow the paving project to move forward.It is time consuming and they are only able to do three or four service connections, when things go smoothly, per day.It is taking some time to finish.They are working as much as possible but sometimes they are up against an issue and there are bad results.There was an area where the service line itself was not in a straight line from where it connects to the meter.They were able to locate it at the main with a locater, however if the line does not go straight through then it results in a service line that gets disconnected from the main. Doing this type of work takes the four men crew away from their normal maintenance which would be turning valves to make sure they can get a shut down when they have a main and replacing valves that are faulty or not working at all.Since they are not able to do their normal maintenance, they are not able to get a very good shut down.In order to fix the main they have to turn on a fire hydrant to relieve the pressure, go in and patch the main and make the connection. Not only do they have water and mud from the break, they also have water from the hydrant that was opened because the valves did not work.This allows them to get a good shutdown.They are working with public works on a solution to get surface on the dirt so they can make things move more quickly and not disrupt our residents.They are talking to their customers before they go in and do repairs.They are going to do door Water Utilities Community Facilities District Meeting Minutes of July 2, 2013 Page 5 of 9 hangers in case the customers are not home so they are made aware of the repairs. Utility Director Giao Pham stated he wanted to apologize for not communicating better with the water district when they got approval to do the project.They are using their HURF reserve to pave the necessary streets and did the engineering and design.They are using the contractor Banicki that Maricopa County Department of Transportation was already using for the intersection improvement at Meridian and Southern.They piggybacked on the intergovernmental agreement with Maricopa County Department of Transportation which has a pretty aggressive schedule as far as removing all existing pavement. Maricopa County Department of Transportation was ready to pave and public works was on track to get it done by the end of July. What happened is that a lot of the water services were built to substandard.Public works was anticipating the services were below the 30 inches, but apparently they are not.If they were to try to pave again with their roller without fixing the services, they would break.He feels they have found a good solution by allowing the water district with their limited resources to continue to drop the water services.They are going to do a chip seal to dissipate some of the dust and to prevent it from flooding during monsoon.When the water district is done, they will come back, contact the contractor and pave it according to the asphalt section.They will make sure to communicate with everyone involved so they get the right product. Chairperson Insalaco stated neighbors had called him complaining.He was glad to hear they would be putting door hangers out so residents would know what is going on and realize the problem is being worked on. Utility Director Giao Pham stated they may get some questions asking why Palo Verde was in an out.That was a different roadway and they were able to use their internal crews because it is a clear grade.There was not a lot of pounding.It was a straight grade and easy for them to get in and out.There was also an alley next Palo Verde.A lot of the services were tied into the alley.Residents may say it is the same, but it is different.Even though the streets are next to each other, they Water Utilities Community Facilities District Meeting Minutes of July 2, 2013 Page 6 of 9 have different characteristics.They are spending more time because of drainage issues that have happened in the past. Mr. Waldron asked if the chip seal has to be taken off before they can pave it or can they pave over the top of it. Utility Director Giao Pham stated they can pave over the top of it.It is expensive putting the chip seal down first, but it adds years to the structure. District Manager George Hoffman asked if the time frame is three to four months for completion. District Director Frank Blanco stated that is correct.It is very time consuming and takes a lot of work.They have to be careful they do not break a line and cause themselves more flooding.The goal is to get done so they do not cause worse problems than they already have. District Manager George Hoffman stated that is going to be a matter of months to get the services undergrounded.They got bids on the chip seal. Utility Director Giao Pham stated he was going to shop around and try to get the best bid and go from there. District Manager George Hoffman asked if the chip seal would be down in two weeks. Utility Director Giao Pham stated they are working with the contractor Banicki to see if they can do it cheaper or public works may utilize their own crew to do it. Mr. Wilson wanted to know if there would be a public notice sent out to the residents so they would be aware of what is going on. Chairperson Insalaco stated he thought they could put all the information on door hangers for the residents so they would know when and what was going on. Utility Director Giao Pham stated they are going to do a two phase approach of flyers and getting information out to the Water Utilities Community Facilities District Meeting Minutes of July 2, 2013 Page 7 of 9 media.They will explain to the residents that in order to get the asphalt in, they will need to lower the water surfaces. They will let them know how much time they think it will take and that they will be putting down chip seal until they actually pave it in the next three to four months.It will be phase simple for residents to understand.They will make sure they are provided contact information so, if they have questions they can contact public works directly. District Director Frank Blanco stated the chip seal will go down even though they will still be working on dropping the water surface. DISTRICT TREASURER REPORT None. MOTION FOR ADJOURNMENT ) Vice Chairperson Barker MOVED THAT THE WATER DISTRICT REGULAR MEETING OF JULY 2, 2013 BE ADJOURNED. Mr. Waldron SECONDED THE MOTION. VOTE:Unanimous. The motion carried. ADJOURNMENT adjourned the meeting at 6:25 p.m. ) Chairperson Insalaco ACCEPTED THIS 6TH DAY OF AUGUST , 2013, BY THE CHAIRPERSON AND DISTRICT BOARD OF THE WATER UTILITIES COMMUNITY FACILITIES DISTRICT,(CITY OF APACHE JUNCTION, ARIZONA). SIGNED AND ATTESTED TO THIS 6TH DAY OF AUGUST 2013. Water Utilities Community Facilities District Meeting Minutes of July 2, 2013 Page 8 of 9 ( 616 t ot-dif n S. Insalaco Chairperson ATTEST: Kathleen Connelly District Clerk Kathleen Connelly F District Clerk 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 2n0. day of July, 2013.I further certify that the meeting was duly called and held and that a quorum was present. Dated this 8th day of July, 2013. ef,„e_e4 Water Utilities Community Facilities District Meeting Minutes of July 2, 2013 Page 9 of 9