SANTA YNEZ RIVER WATER CONSERVATION DISTRICT
IMPROVEMENT DISTRICT NO. 1
MINUTES
A Special Meeting of the Board of Trustees of the Santa Ynez River Water Conservation District, Improvement District No. 1, was held at 5:30 p.m. on Tuesday, April 22, 2008.
Trustees Present: Harlan Burchardi Lee Bettencourt
Matt Loudon Jeff Clay
Harry Poor
Trustees Absent: None
Others Present: Chris Dahlstrom Gary Kvistad
Karen King Mary Martone
Kate Rees Jim Munger
Kim Brown Bruce Wales
I. Call to Order
President Burchardi called the meeting to order at 5:34 p.m.; he stated that this is a Special Meeting of the Board of Trustees. The President noted that a quorum of the Board of Trustees was present; Trustee Loudon joined the meeting at 5:37 pm.
II. General Manager/Secretary Report
Mr. Dahlstrom presented an Affidavit of Posting of the agenda, along with a true copy of the agenda for this meeting. He stated the agenda was posted in accordance with the California Government Code commencing at Section 54950 and also pursuant to Resolution No. 340 of the District.
President Burchardi directed that the Affidavit be filed as evidence of the posting and of the agenda items contained therein.
III. Approval of Regular Meeting Minutes of March 18, 2008
The Minutes of the Regular Meeting of March 18, 2008 were presented for Board consideration. President Burchardi requested minor corrections. It was MOVED by Trustee Bettencourt, seconded by Trustee Clay, and carried by a unanimous voice vote to approve the Regular Meeting Minutes as corrected.
IV. Additions or Corrections, if any, to the Agenda
Mr. Dahlstrom stated that there were no additions or corrections to the agenda.
V. Public Comment
President Burchardi noted that there were attendees present from the public as described below. No public comment was provided during this agenda item.
Mrs. Mary Martone and Mr. Bruce Wales were present for the meeting.
Ms. Kate Rees was present for Item VIII.B.1-3 – Cachuma Conservation Release Board
Mr. Jim Munger was present for Item VII.C.3. – Dunn School Water Main Line Extension
VI. Consent Agenda
Trustee Loudon MOVED the Consent Agenda items are approved as presented; the motion was seconded by Trustee Poor and carried by a unanimous voice vote.
VII. MANAGER’S REPORT - STATUS, DISCUSSION AND POSSIBLE ACTION ON THE FOLLOWING SUBJECTS
A. District Administration
1. Financial Report
Mr. Dahlstrom provided the Board a review of the current month’s revenue and expenses. He stated that although water sales were up for the month, the expenses exceeded the revenue by $9,287.92, which is mainly due to a SWP variable cost payment and legal fees related to AB 2686. He stated the LAIF account balance was $6,589,674.51.
a) Public Assistance Grants Program Audit for FY June 30, 2007
Mr. Dahlstrom stated that our auditors Bartlett, Pringle & Wolf have performed the audit on our Public Assistance Grants Program (FEMA) for the year ended June 30, 2007. He stated that the program conforms in accordance with Government Audit Standards and that there were no discrepancies.
He recommended approval and acceptance of the Public Assistance Grants Program Audit for the year ended June 30, 2007.
It was MOVED by Trustee Poor, seconded by Trustee Bettencourt and carried by a unanimous voice vote to approve and accept the Public Assistance Grants Program Audit for the year ended June 30, 2007 performed by Bartlett, Pringle & Wolf.
2. Building & Security Improvements
Mr. Dahlstrom stated that the field crew has removed the old fence at the Meadowlark Booster Pump Station storage yard. He stated that the soil has been compacted to provide ample support for the new fence and that Caldera Fence Company will start work within the next month.
Mr. Dahlstrom also mentioned that he has asked Moniot Design to provide a conceptual design for the expansion of the bathrooms and building addition at the District office.
B. District Operations & Maintenance
1. Resolution No. 655 A Resolution of the Board of Trustees of the Santa Ynez River Water Conservation District, Improvement District No. 1 Approving and Authorizing the Water 2025 Challenge Grant for the Automated Meter Reading System Project
Mr. Dahlstrom stated that each year the District budgets money for the meter replacement program. He stated to date, we have replaced at least half of the meters within the District and that grant money was available through the Bureau of Reclamation to assist with this program. He explained the resolution is required as part of the Grant application for the USBR two-year program that funds $177,670 and recommends approval of Resolution No. 655.
It was MOVED by Trustee Loudon, seconded by Trustee Bettencourt, and carried by a 5-0-0 voice vote to adopt Resolution No. 655:
The Resolution was adopted by the following roll call vote:
AYES, Trustees: Harlan Burchardi
Lee Bettencourt
Matthew Loudon
Jeff Clay
Harry Poor
NOES, Trustees: None
ABSENT, Trustees: None
2. 2005 Flood Emergency (FEMA-1577-DR-CA)
a) Upland Well #24 Construction Project (Tejas Canyon)
Mr. Dahlstrom stated that the Board packet included an email dated April 15, 2008 from Water Systems Engineering discussing the analysis of the solid corrosion sample sent in for Well #24. The report states that no bacterium was detected in the well and that they recommend a complete well profile, installing a feed tube into the well column, and other testing prior to putting the well into service. Mr. Dahlstrom stated that no action by the Board was required at this time; this report was for informational purposes only.
1. Award of Contract – Electrical Panel Installation
Mr. Dahlstrom stated that the Board packet included a bid summary for the Electrical Panel Installation. He stated that there were two bids received which he summarized for the Board. He stated that based on the bid process, Taft Electric Company is the lowest responsible bidder at $24,970 for the electrical panel installation at Well #24.
It was MOVED by Trustee Bettencourt, seconded by Trustee Poor and carried by a unanimous voice vote to accept the bid, authorize the General Manager to sign the Notice of Award for Taft Electric Company and approve the contract for the Electrical Panel Installation at Well #24.
2. Notice of Completion – Tierra Contracting, Inc.
Mr. Dahlstrom stated that Tierra Contracting, Inc. completed the installation of the interconnection water main from the well #24 to the Zone 3 reservoir transmission main. He stated the Board packet included the Notice of Completion and recommends approval.
It was MOVED by Trustee Loudon, seconded by Trustee Clay and carried by a unanimous voice vote to approve and authorize the General Manager to sign and file the Notice of Completion for the Site Preparation and Piping project for Well #24.
b) Upland Well #25 Drilling & Construction (Figueroa Mtn. Road)
1. Notice of Completion – Bakersfield Well & Pump Company
Mr. Dahlstrom stated that the Board packet included a Notice of Completion for the installation of the pump and motor for Well #25. He stated that the work is complete and recommends approval.
It was MOVED by Trustee Loudon, seconded by Trustee Poor and carried by a unanimous voice vote to approve and authorize the General Manager to sign and file the Notice of Completion for the installation of pump and motor for Well #25 performed by Bakersfield Well and Pump Company.
c) Upland Well #27 Drilling & Construction Project (Hwy 154/Royal Oaks)
Mr. Dahlstrom stated that the Board packet included a letter to the Kadlubek’s informing them that the well #27 will be tested and that the power has been installed. He stated that Mr. Bob Hyland has purchased and installed the chlorine tanks and will be setting up the chlorine feed system. He stated that staff still needs to perform a flushing test prior to start up. He stated that the well requires a Department of Health Permit, which has been requested and in the works.
d) Well #28 – Drilling & Construction Project
Mr. Dahlstrom stated that the Board packet included a letter addressed to Mr. Bruce Becket informing him of the pending construction activities and requesting his assistance with the District regarding the drainage of water during the well project on his property. Mr. Dahlstrom stated that no response has been received. He stated that Mr. Tambini also contacted Mr. Ron Davidson, the property owner directly adjacent to the District’s well property, regarding the temporary use of his property for drainage. Mr. Dahlstrom stated that he, Mr. Tambini and Mr. Bob Paul met with Mr. Davidson and discussed the temporary right of entry for this use on his property as well as the other specifics related to the project. He stated that Mr. Davidson is willing to work with the District and that he would provide the District an answer within the next day. Mr. Dahlstrom requested authorization from the Board to move forward with negotiations with Mr. Ron Davidson for a right of entry agreement for Well #28.
It was MOVED by Trustee Poor; seconded by Trustee Clay and carried by a unanimous voice vote to authorize the General Manager to negotiate with Mr. Ron Davidson regarding a right of entry agreement on his property.
1. Award of Contract - Drilling
Mr. Dahlstrom stated that the Board packet included a bid summary for the drilling portion of the project for Well #28. He stated that three bids were received, which he summarized for the Board. He stated that based on the bid process, Bakersfield Well & Pump Company is the lowest responsible bidder for drilling Well #28 at $657,414 and recommended approval and award of the contract.
It was MOVED by Trustee Poor, seconded by Trustee Clay and carried by a unanimous voice vote to accept the bid, authorize the General Manager to sign the Notice of Award for Bakersfield Well & Pump Company and approve the contract for the drilling portion of the project at Well #28.
3. Distribution System and Water Quality
a) Mesa Verde Pump Station – Pump #4 Replacement
Mr. Dahlstrom stated that the Board packet included a quotation provided by Layne Christensen Company in the amount of $16,940.09 to replace the #4 pump at the Mesa Verde pump station. Mr. Dahlstrom stated that standard life span of a pump is 5-7 years and this particular pump lasted six years in service. He recommends ratification by the Board for the replacement pump purchase and installation by Layne Christensen.
It was MOVED by Trustee Bettencourt, seconded by Trustee Loudon and carried by a unanimous voice vote to ratify the General Managers approval of the purchase and installation of the replacement #4 pump in the amount of $16,940.09 from Layne Christensen Company.
4. State Water Project – Water Supply
a) 2008 Delivery Schedule Update
Mr. Dahlstrom reported that the State Water Project Allocation for the year remains at 35%. He also reminded the Board that the City of Solvang is producing very little water at this time and will be dependent upon the District to make up its shortfall of water supply this year. He reported on the recent court decision made by Judge Wanger regarding the inadequacy of biological opinion for winter-spring run of the Chinook salmon in the Delta, the Central Valley steelhead trout and Coho salmon and the significant impact it could have on future USBR and DWR water deliveries. He indicated that the remedy hearing scheduled for April 25th will likely have long–term implications on water supplies throughout California.
The Board discussed the possibility of more reductions in the SWP water supply, ID No.1’s existing water sources, the City of Solvang water supply constraints and the Cachuma exchange mechanism. The Board also addressed the need for a feasibility study for a filtration plant within the District boundaries and indicated that it should be initiated.
5. 2760 Lucca Avenue – Main Line Relocation
Mr. Dahlstrom stated that the mainline relocation work is expected to commence in mid-May at 2760 Lucca. He stated that Santa Ynez Valley Tree Care partially removed one tree that was directly over a section of the water main where the new connection would be made. He stated that Mr. Patarak agreed to sign the release of liability prior to work commencing on the property.
6. Robin Place Main Line Replacement
a) Notice of Completion
Mr. Dahlstrom stated that the Board packet included a Notice of Completion for the mainline replacement at Robin Place. Mr. Dahlstrom stated that R. Baker has completed the Robin and Eagle Place mainline replacement installation and recommends approval.
It was MOVED by Trustee Poor, seconded by Trustee Bettencourt and carried by a unanimous voice vote to authorize the General Manager to sign and file the Notice of Completion for the main line replacement at Robin and Eagle Place.
C. Water Service for/Lot Splits/Projects
1. Santa Ynez Indian Reservation
a) Casino/Consolidation and Expansion
1. Santa Cota Road Large Diameter Water Main Line Replacement, Alignment and Loop
Mr. Dahlstrom stated that the Board packet included a March 27, 2008 letter from the District to Mr. Armenta discussing the additional information request for plan check corrections for the water main replacement at Wonanee. He further explained that the Wonanee water main replacement (Reach B) was modeled to include the proposed Community Center and the results of the hydraulic analysis concluded that the Band will need to revise the plans to upsize the main to a 12-inch pipeline rather than the 8-inch as previously submitted by Wallace Associates. Mr. Dahlstrom stated that he would be meeting with Mr. Armenta to discuss the requirements and several other issues relating to the project.
Mr. Dahlstrom stated that there are some issues that still need to be resolved with Lateral 1-1 (Reach C) tie-in. The abandoned 6–inch main needs to be terminated and the connection capped at Lateral 1-1. Mr. Dahlstrom also mentioned that staff would work on the easement acquisition once all the projects are deemed complete.
b) Via Juana Road Widening Project
Mr. Dahlstrom stated that this project has been put on hold at this time and that there was no new information to report.
c) Santa Cota Road Storm Drain Project
Mr. Dahlstrom stated that this project is moving forward and that the Band has accepted/implemented our comments regarding the project. He expects the project to be complete within the next month.
2. Santa Ynez Community Services District
a) Main Line Extension – 1070 Faraday
Mr. Dahlstrom stated that District staff would be performing a shut down/installation of the isolation valve on Madera Street tonight, April 22, 2008. The Madera Street valve is needed in the system in order to avoid extensive water service interruptions on Madera Street and to make the installation of the Faraday main for the SYCSD easier. He stated more information would be provided at the May meeting.
3. Dunn School – 2555 W. Highway 154, Los Olivos
Mr. Dahlstrom stated that the Board packet included an executed Amendment to the Water Main Extension Agreement for Dunn School. He also welcomed Mr. Munger to the meeting.
Mr. Dahlstrom stated that the next step in the process is for Dunn to provide the surety for the project. Mr. Munger assured the Board the District should receive the surety within the next week. Mr. Dahlstrom reported that a pre-construction meeting is scheduled for the 15th of May and a start date of May 28th.
Mr. Munger thanked the Board for their cooperation and understanding with this project and stated that he would be retiring this month and assured the Board that his goal was to complete the project by the 2011 date.
The Board thanked Mr. Munger for his cooperation and participation with this project and wished him well in his retirement.
4. Coffin Water Main Line Extension – Parcel Map 14,598
Mr. Dahlstrom stated that the Board packet included a letter from the District to Mr. Coffin regarding the Amendment to the Water Main Line Extension Agreement the cost estimates for an 8-inch water main line and upsizing to a 12-inch line as provided by Litle Construction. Mr. Dahlstrom stated Mr. Coffin must provide Agreement prior to any further action by the District. The surety in the amount of $130,517.14 has been secured and a pre-construction meeting took place in March. District staff is working on acquiring an easement from the adjacent property owner for the connection with the 12-inch 6.0cfs water transmission main.
5. McComb Water Main Line Extension – APN 139-040-038 -2245 Coyote Creek
Mr. Dahlstrom reported that staff has performed the plan check and a comment letter was sent to Mr. McComb’s engineer, which was included in the Board packet. He stated that the final plans have been received today although staff has not had time to review them. Mr. Dahlstrom recommended that the Board could approve the plans subject to final approval by the General Manager, and that the surety has been received.
After a brief discussion, it was MOVED by Trustee Bettencourt, seconded by Trustee Poor and carried by a unanimous voice vote to authorize the approval of the final plans for the McCombs Project pending the General Managers approval and that the surety is received.
VIII. REPORT, DISCUSSION AND POSSIBLE BOARD ACTION ON THE FOLLOWING SUBJECTS:
A. Santa Ynez River/State Water Exchange Agreement
1. Carpinteria/Guadalupe Water Transfer Update
Mr. Dahlstrom stated that there was no new information regarding the transfer at this time.
2. Carpinteria/Irvine Ranch Water District Exchange Update
Mr. Dahlstrom stated that there was no new information regarding the exchange at this time.
B. Cachuma Conservation Release Board
1. Report on Board Meeting
Mr. Dahlstrom stated that the Board packet included the March 24, 2008 CCRB agenda. He summarized the topics discussed at the meeting including the Fish Cachuma surcharge elevation now approved by USBR to 753’ but being too late in the hydrology year to capture runoff, fish passage program, and fish projects. He also referred to the CCRB budget process.
2. FY 2008/2009 Budget
Mr. Dahlstrom stated that the Board packet included a memo from Kate Rees, dated March 24, 2008, discussing the proposed 2008-2009 CCRB/ID#1 Draft Budget. He stated that the CCRB will take action on the FY08/09 budget at its meeting April 28, 2008. Mr. Dahlstrom reported that he and Mary will be evaluating and developing the ID#1 cost share budget for the joint activities and approved projects based the CCRB Budget as presented. He noted some changes in the CCRB budget including a 50/50 cost share of Ms Rees’s time between CCRB and COMB, the reduction and need for additional funding the fish expert consultants such as Chuck Hanson and Jean Baldrige of Entrix to prepare and produce the documents to meet the BiOp requirements and $917,000 in fish enhancement projects. He explained that the BiOp requirements must be done but it is unclear that there is funding to do so and if not, monies should be made available to the experts. It was also pointed out that significant cost increases for fish projects are shown in the budget, for example Quiota Creek now at $520,000 up from the previous $300,000. He stated that the cost share budget would be provided to the Board at the May meeting.
He welcomed Ms. Kate Rees to the meeting and stated she was invited to provide the Board a report on the proposed budget. Ms. Rees presented the Board a review of the CCRB budget for 08/09 and discussed each category, the special projects and habitat enhancements.
The Board thanked Ms Rees for attending and no action was taken.
3. Joint Legal Advocacy Agreement
Mr. Dahlstrom stated that the Joint Legal Advocacy Agreement has been executed by all parties involved. He also mentioned that as part of the JLAA, Best Best & Krieger has prepared a conflict of Interest Disclosure and Waiver Agreement which will be submitted for action at the April 28, 2008 CCRB Meeting and must subsequently be signed by the other member units.
C. Cachuma Operations and Maintenance Board
1. Report on Board Meeting
Mr. Dahlstrom stated that Board packet included the March 24, 2008 COMB Meeting agenda. He and Trustee Loudon reported that most of the items related to the South Coast member units only, and provided a report on the Quagga Mussel. The General Manager stated that the Board packet included an April 10, 2008 letter from USBR to Mr. Charles Evans of COMB. He indicated that the letter is in response to COMB’s request that the Bureau of Reclamation take proactive measures to prevent quagga and zebra mussel infestation within the Cachuma Project. He explained that the Bureau of Reclamation is deferring any action and expects the County to implement the preventative measures at the Lake.
He then referred to the interim boat launching protocol provided by the county and the Board provided their comments regarding the current program to prevent the quagga mussel infestation at Cachuma Lake and that all costs should be the responsibility of the Santa Barbara County.
Ms Rees then provided a report on the meeting held with representatives of the County including Salud Carbajal. She mentioned that the County’s primary issue is that the Cachuma Members assist in funding the program if water supplies are to be protected as well as their facilities. Ms Rees stated that she offered funding from COMB’s surplus account should the member units agree. Trustee Bettencourt who was also in attendance at the meeting, replied that she had offered without approval from the Cachuma Project agencies. He also reported that the meeting was not productive and that the County would only do the minimum should the Cachuma Member not participate in the funding.
The Board further expressed that ID#1 will not be funding any costs, including personnel or equipment because the County Park manages boating in the recreation area and must assume the liability should an infestation occur. Trustee Loudon explained that Goleta Water District and the City of Santa Barbara are in favor of funding the program and should that be the position, those entities could use their COMB surplus funding assessments to participate. The Board concurred and directed staff and legal counsel to monitor the situation.
D. Santa Barbara County
1. Madera Street Abandonment
Mr. Dahlstrom stated that Mr. Curt Moniot has had several discussions with County staff regarding the District’s property and build-out potential for our property. He stated that more information would be provided in closed session.
E. Santa Ynez River – State Water Resources Control Board
1. WR Order 94-5/Cachuma Project Permit DEIR
Mr. Dahlstrom stated that there is no new information from the SWB relating to the State Board proceedings or a decision on the status of the RDEIR. However, he mentioned that Ms. Dana Heinrich, SWB staff is back from maternity leave as of April 1st and will resume her role in the EIR proceedings.
2. Permit 17734 License Inspection Report (6.0 CFS Well Field)
Mr. Dahlstrom stated that he had no new information regarding the permit.
F. Cachuma Project
1. Water Supply – Fish Surcharge/Spill Status
Mr. Dahlstrom stated that the Board packet included a March 10, 2008 letter from the Bureau of Reclamation notifying COMB that on March 9, 2008 the Spill
