1 Setting Standards of Excellence in Public Service AGENDA SPECIAL MEETING OF THE BOARD OF DIRECTORS Wednesday, November 4, 2020 - 4 p.m. DUE TO THE EVOLVING SITUATION WITH THE COVID-19 NOVEL CORONAVIRUS AND THE STATE OF CALIFORNIA STAY AT HOME ORDER, EXECUTIVE ORDER N-33-20, THIS MEETING SHALL ONLY BE AVAILABLE TO THE PUBLIC VIA TELECONFERENCE To join this meeting via phone please dial: 1-669-900-6833 or 1-253-215-8782 Meeting ID: 872 1397 0548 & Meeting Password: 240810 The public may not attend this meeting at the district's offices due to social distancing requirements. For public comments during the meeting, the board president will inquire prior to board discussion if there are any comments from the public on each item. Alternatively, if a member of the public prefers to submit their comment by email, the board secretary will submit any emailed comments to the board president. For purposes of submitting comments by email during the meeting, please send your email to [email protected] The public can send written comments to be received by the board secretary prior to 3 p.m. on November 4, 2020. The written comments will be read during public comments or the agenda item specified. Mail comments to the attention of: Sandra Janzen, Helix Water District, 7811 University Avenue, La Mesa, CA 91942 or email Ms. Janzen at [email protected] Assistance for those with disabilities: If you have a disability and need accommodation to participate in the meeting, please call Board Secretary Sandra L. Janzen at (619) 667-6232 for assistance so the necessary arrangements can be made. OPEN MEETING 1. Call Meeting to Order and Roll Call 2. Invocation and Pledge of Allegiance - Vice President Verbeke 3. Approval of Agenda {Additions and/or Deletions) 2 Special Board of Directors Meeting Helix Water District Wednesday, November 4, 2020- 4 p.m. Page 2 PUBLIC COMMENTS 4. Opportunity for Members of the Public to Address the Board on any Item under the Subject Matter Jurisdiction of the District Public Comment Procedure: This is the time set aside for those wishing to address the board on matters not on the posted agenda, which are under the subject matter jurisdiction of the district. No action may be taken by the board except to set the matter presented for the next regular board meeting. State your name, topic and provide the secretary with a request to speak form so you can be properly included in the consideration of the item. Please limit your comments to three minutes so all who wish to speak can be heard. The board is not permitted during this time to enter into a dialogue with the speaker. CONSENT AGENDA 5. Consent Agenda Acted on as One Item Unless Withdrawn by Request of a Board Member or a Member of the Public a) Per Diem Claims Memorandum Dated November 4, 2020, from the Secretary of the Board Submitting Expense and Per Diem Claims for Approval b) Minutes The Board Approve the Following Sets of Minutes: i. October 21, 2020, Special Board Meeting ii. October 28, 2020, Committee of the Board Meeting iii. October 29, 2020, Special Finance and Administration Committee Meeting c) Ratify Checks Operating Account Checks Submitted for Ratification: i. Checks Dated October 23, 2020 ii. Checks Dated October 30, 2020 d) Resolutions i. The Board Adopt Resolution 20-39 Authorizing the Execution of the Quitclaim of the Easements over Portions of Assessor Parcel Numbers 514- 180-07 and 514-331-05, in Unincorporated Spring Valley, County of San Diego, State of California 3 Special Board of Directors Meeting Helix Water District Wednesday, November 4, 2020- 4 p.m. Page 3 ii. The Board Adopt Resolution 20-40 Declaring Construction Complete and Authorize Filing a Notice of Completion for Shasta Homes Project RMB18031 e) Attendance Considerations The Board Approve the Following Attendance Considerations: i. California Water Policy Conference Time for Transformative Water Leadership and Walking the Talk: How to Increase Water Sector Diversity Webinar, October 20, 2020 at 2 p.m. ii. San Diego County Water Authority Regional Conveyance System - Economic Study Session Video/Teleconference, October 27, 2020 at 10 a.m. ACTION ITEMS 6. The Board Appropriate and Approve the Expenditure of Funds in the Amount of $269,000 from the Fiscal Year 2020-21 Capital Budget and Authorize the Sole Source Contract with Otis Elevator Company in an Amount Not to Exceed $263,835 for the Administration Office Elevator Rehabilitation Project CIP21401 7. The Board Authorize the General Manager to Execute an Agreement for Professional Services with lnfosend for Bill Printing, Insert and Mailing Services for Four Years with an Additional Two-Year Renewal Option DISCUSSION 8. President's Report a) Comments from the Public Regarding District Staff 9. Directors' Comments and Reports on Meetings Attended a) San Diego County Water Authority b) Committee Chair 10. Discussion Regarding Regional Conveyance System Study 11. General Manager's Report a) Review of Future Agenda Items 4 Special Board of Directors Meeting Helix Water District Wednesday, November 4, 2020-4 p.m. Page 4 12. General Counsel's Report INFORMATION ITEM 13. The Board Receive an Update Regarding the Treatment Plant Ozone Project ADJOURNMENT 14. Adjournment of Special Board Meeting All public records relating to an agenda item on this agenda are available for public inspection at the time the record is distributed to all, or a majority of all, members of the board. Such records shall be available at the district officelocated at 7811 University Avenue, La Mesa, California. Certification of Posting I certify that on October 30, 2020, I posted a copy of the foregoing agenda near the regular meeting place of the Helix Water District Board of Directors, said time being at least 72 hours in advance of the meeting of the board of directors (Government Code §54954.2(a)(1)}. Executed at la Mesa, California, on October 30, 2020. Sandra L. Janzen, Secre 5 Helix WATER DISTRICT Setting standards of excellence in public service BOARD REPORT TO: Board of Directors � FROM: Carlos V. Lugo, General Manag INITIATED BY: Jennifer C. Bryant, Director of Administrative Service�­ Sandra L. Janzen, Board Secretary� Sarah M. Sample, Administrative A��t� DATE: November 4, 2020 SUBJECT: Expense and Per Diem Claims Submitted for Approval Strategic Focus Area: Fiscal Integrity and Sustainability Background: a) $ 225.00 Daniel H. McMillan, per diem, Cleantech Energy Seminar with Metropolitan Water District of Southern California, 10/13/20, Virtual b) $ 225.00 Mark Gracyk, per diem, Meeting with General Manager Carlos V. Lugo, 10/15/20, Videoconference c) $ 250.00 Daniel H. McMillan, expense and per diem, California Special Districts 'Association - Water and Service Rates in Today's Environment, 10/15/20, Webinar d) $ 225.00 Kathleen Coates Hedberg, per diem, California Special Districts Association San Diego Chapter Board of Directors Meeting, 10/19/20, Teleconference e) $ 225.00 Daniel H. McMillan, per diem, Meeting with CEO/GM at general manager's request, 10/19/20, Virtual 6 f) $ 25.00 Carlos V. Lugo, expense, Urban Water Institute - Informative Discussion with Metropolitan Water District General Manager Jeff Kightlinger, 10/21/20, Webinar g) $ 225.00 Daniel H. McMillan, per diem, San Diego County Water Authority Board Meeting, 10/22/20, Virtual h) $ 225.00 Daniel H. McMillan, per diem, San Diego County Water Authority - Regional Conveyance System Economic Study Session, 10/27 /20, Virtual 2 Z:\Board Reports (Final)\2020\110420 Expense and Per Diem Claims Submitted for Approval - Final.doc 7 Helix Water District Expense Report and Claim for Reimbursement All information and expenses submitted on this form are a public record and are in compliance with the policies and procedures manual Section 9.1-14 and Government Code Section 53232.2. Itemized receipts required. Name: Daniel H. McMillan Event Date( s): October 13, 2020 to EvenVMeeting Attended: Cleantech Energy Seminar with Metropolitan Water District of Southern California Location of Event: Virtual Event/Meeting Report: See attached AB1234 report to the board for the Cleantech seminar. Date Date Date Date Date 10113120 Total Per Diem 225.00 $225.00 Conference/Meeting Fee $0.00 Airfare $0.00 Lodging $0.00 Mileage - Insert# of Miles __ x $0.575 Maximum Meal Allowance Per Day: $75 Breakfast $0.00 Lunch $0.00 Dinner $0.00 Car Rental $0.00 Taxi/Shuttle $0.00 Internet Use $0.00 Parking $0.00 Tips $0.00 (Insert Additional Item) $0.00 Total Expenses $225.00 $0.00 $0.00 $0.00 $0.00 $225.00 Less Paid by District (Noted with *) -$0.00 Less Cash Advance -$0.00 Less Spouse Reimbursement -$0.00 Amount Due the Employee $225.00 / declare under penalty of perjurythat the foregoingis true and correct Accounting Department-'-- and that the foregoing claimed expenses are reimbursable under the 1-- _7"kP,';r---'------1-- ------"'-::c- --------'------l 1 n- i -l :----;;;, 1 i i- l : district's policy. it a n t a !5 L Date: Date: /O·-Zd,-2-<:) 10/13/20 MJN�� Approved or payment by board acti on thi s 4th day of Employee/Director Signature Date November , 2020. Department Head or General Manager Signature Date Sandra L. Janzen, Board Secretary Expense Claim Item: __� 8 AB 1234 report from Director McMillan to board on Oct. 13, 2020 - Cleantech Webinar-Metropolitan Water District of Southern California Energy Sustainability Plan Moderator - Jason Anderson Cleantech meeting- MET's energy use. Speaker Shawn MET's energy use has large swings due to the fact that some years most water comes from the Delta and other years from the Colorado River. Excess power from solar is sent to other plants.