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LCU signed minutes 11-8-07Las Cruces Utilities Board Of Commissioners Minutes for the Meeting on Thursday, November 8, 2007 3:00pm Utilities Center Conference Room 213 board Members Present: Leeann DeMouche, Chair Dolores Archuleta, Vice -Chair Gil Jones, Commissioner Steve Trowbridge, Commissioner Jorge Moy, Commissioner Board Members Absent: William Mattiace, Commissioner Ken Miyagishima, Commissioner Ex-Officio Members Present: Robert Garza, Assistant QM*V,?rj?%,w Jorge Garcia, Director of Utilities City Staff Present: Marcy Driggers, Utilities Attorney Pat Dominguez, Administrative Services Gilbert Morales, Water Resources Klaus Kernmer, Solid Waste Vincent Sanchez, Gas Dan Santantonio, RES Adrienne Widmer, Utility Projects, Water Rights Mario Puentes, Gas Analyst Mark Sutter, Finance Director Juana Johnson, Exec Admin Assistant Deborah Seely, Office Asst Senior Chair DeMouche called the meeting to order at approximately 3:03p.1 1. Acceptance of the Agenda. Chair DeMouche asked if there were any changes to the Agenda. Commissioner Jone--, moved to accept the Agenda. Seconded by Vice -Chair Archuleta. DeMouche-aye, Archuleta -Aye, Jones -Aye, Trowbridge -Aye, Moy-Aye. None opposed. The motion carried. 2. Acceptance of the Minutes. Chair DeMouche asked if there were any changes to the Minutes. Commissioner Jones moved to accept the Minutes. Seconded by Vice -Chair Archuleta. DeMouche-aye, ArchuletaA -Ave, iones-%ta Trn%Aikr;A-__A­_ I J_Y Ayu, 1`010-y-Aye. None opposed. The motion carried. 3. Administrative Report. Dr. Jorge Garcia gave a briefing on some of the current Utilities projects: Wastewater Treatment Plant, odor control issues; Process to request sewer service outside City limits; Water Committee; NMFA project funding, Dr. Garcia advised the Board that Utilities staff has been invited and will attend the ETA meeting�next week, to discuss issues on requesting sewer service outside the City limits. City is researching the question on whether the Utilities Board could become the Water Committee. A flow chart was shown on how a request for wastewater service would be processed and an explanation was provided. LCU Board minutes 11/8/07 1 4. Approval of Resolutions a) Resolution LCU 07-08-001. A Resolution awarding a bid for water meters, hydrant meters, and strainers pricing agreement in the total bid award amount of $248,893-20. Chair DeMouche read Resolution LCU 07-08-001 into the record and moved to adopt the Resolution. Seconded by Jones. Dr. Garcia asked Pat Dominguez, Administrative Services Administrator, to give a brief explanation on the type of equipment being purchased and how it is used. Dominguez explained how the Warehouse purchases these items for the use the equipment for various projects. Gilbert Morales, Water Resources Administrator, gave a further explanation on how the equipment is used in the field. Vice -Chair Archuleta asked if the employees have to periodically clean the strainer. Morales explained how if a blockage did occur, the customer is usually the first to notice a drop in pressure and would initiate a call to Utilities and then staff would inspect. Pieces of equipment were on display for the Board's observation. DeMouche-Aye, Archuleta -Aye, iones-Aye, Trowbridge -Aye, Moy-Aye. None opposed. The motion carried. b. Resolution LCU 07-08-002. A Resolution awarding a bid for gas meters and swivels in the total bid award amount of $495,633.90. Chair DoMouche read Resolution LCU 07-08-002 into the record and moved to adopt the Resolution. Seconded b\! Archuleta. Pat Doming_ ue gave a brief explanation on the type of equipment being purchased and how it is used. Dominguez explained the similar process of how the Warehouse purchases these items for the inventory and then the expenditures are charged out to the various Utilities sections as they use the equipment for various projects. Vincent Sanchez, Gas Administrator, gave a further explanation on how the equipment is used in the field, Pieces of equipment were on display for the Board's observation. DeMouche-Aye, Archuleta -Aye, Jones -Aye, Trowbridge -Aye, Moy-Aye. None opposed. The motion carried. 917A I I M III LCLI Board minutes 11/8/07 0 Commissioner Trowbridge asked if there was any concern because the Las Cruces Utilities Board is new. Ms. Driggers stated no, utility boards are rather common in other States and this is the second such type Board in Now Mexico. Dr. Garcia stated that the Utilities Board By -Laws were also submitted to those reviewing this contract. The public was allowed to make comment with a three -minute time limit. Mr. Wittern stated he has concerns on the length of time of the contract, and questions the potential amount of money to be saved in this type of contract. His other concern is the Board committing the City to this contract and other options the City would have regarding the supply of gas. Dr. Garcia stated that the layering and other opportunities would have to be looked at, Mario's presentation gave only an example. Dr. Suffer gave another explanation on the risk of doing nothing and by- passing this opportunity. Long term decision are done all the time, it is riot assuming that business would end tomorrow, this is all part of long-term planning. LCU Board minutes 11/8/07 3 VMM A111ing Software. Chair DeMouche read Resolution LCU 07-08-004 into the record and moved to adopt the Resolution. Seconded by Archuleta. Dr. Garcia advised the Board that in converting into Munis, City staff has to make small adjustments to the tariffs which would allow staff to work within Munis. Rates were approved by the Council in this case, but the Board is being advised of the minor changes that have to be made in order to move from a main-frame system to the Munis software package. Pat Dominguez, Administrative Services Administrator, agreed with Dr. Garcia. DeMouche-Aye, Archuleta -Aye, Jones -Aye, Trowbridge -Aye, Moy-Aye. None opposed. The motion carried. 5. Old Business — Composition of Water Committee. Dr. Garcia stated that earlier in the meeting he discussed what the Water Committee would look like if the current Utilities Board would become the he would like to present a formal Attorney's opinion on this change of Committee at the next Board meeting. 6. New Business. Commissioner Trowbridge suggested that staff prepare material for thd new City Councilors that would probably sit on the Board. Dr. Garcia advised the Board thal he would have staff prepare the information and also offered tours to any of the current and new Board Commissioners along with meetings with some of Utilities staff. Chair DeMouche stated that she and Commissioner Moy would probably be interested in those tours. Dr. Garcia further stated that training for the new Board Commissioners is scheduled for Summer 2008, but could schedule an orientation with Dr. Gegax and Dr. McGuckin if the Board wishes. 7. Board's General Discussion. Vice -Chair Archuleta asked if the Board's minutes would be distributed for the other Councilor's review. Dr. Garcia stated that the minutes would go to the City Clerk's office and could be provided to the City Manager's office as well. MS_. Driggers stated that the City Clerk is the official keeper of the minutes. Chair DeMouche reminded the Board of the training provided by the Attorney General's Office on November 13, 2007 at the Farm & Ranch, 10:00 a.m., on the Open Meetings Act and on Inspection of *ublic Record. 8. Public Participation. Vice -Chair Archuleta stated that it should be agreed upon if public participation would be allowed after each Agenda item or at the end of the rnnnfing. Commissioner Trowbridge asked how it is handled in other States. Dr. Garcia stated that the Board would have to decide on how it wishes to handle it, the City Council allows public participation. The consensus was that the Board would have to decide; no decision was made at this time. ® Adjournment. Vice -Chair Archuleta made a motion to adjourn the meeting. Seconded by Jones. Motion carried by unanimous vote. Meeting adjourned at approximately 4:42 p.m. eeann DeMouche Date Las Cruces Utilities Board Chairperson LCU Board minutes 11/8/07 4