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Home My WebLink About2003-12-16 Water Board AgendaDEPARTMENT OF WATER SUPPLY COUNTY OF HAWAII AGENDA WATER BOARD MEETING MEETING DATE: December 16, 2003 PLACE: Department of Water Supply, Operations Center Conference Room 889 Leilam Street, Hilo, Hawaii TIME: 10:00 a.m. (Note: Please turn cell phones, pagers, and other mobile communication devices on silent mode.) 1) CALL TO ORDER— 10:00 a.m. 2) STATEMENTS FROM THE PUBLIC 3) APPROVAL OF MINUTES - November 25, 2003, Water Board Meeting 4) APPROVAL OF ADDENDUM AND /OR SUPPLEMENTAL AGENDA (if necessary) (Note: Addendum requires Roll Call Vote) 5) SOUTH HILO: A. JOB NO. 98 -721, KAWAILANI NEW 1.0 MG CONCRETE TANK & REMOVAL OF EXISTING 0.5 MG STEEL TANK: The contractor, Jas. W. Glover, Ltd. (Glover), has requested for a contract time extension of 70 calendar days due to delivery of a faulty product. The asphalt that was shipped in barrels were opened for use on September 25, 2003, when it was discovered that although the labels indicated that it was the correct product, the shipment received was a faulty batch. The contractor informed the supplier and ordered a second batch that was supposed to arrive in early November. There was some miscommunication between the supplier and the manufacturer of the product that caused a delay in the reordering of the product. The second shipment was then confirmed to arrive in Hilo around December 4, 2003. Until this product is installed, the contractor is unable to continue with the remaining work in the reservoir. This would be the second time extension to the contract. Engineering staff has reviewed the request and finds that the 70 calendar days are justified to complete the project. RECOMMENDATION: It is recommended that the Board grant this extension of contract time for JOB NO. 98 -721, KAWAILANI NEW 1.0 MG CONCRETE TANK AND REMOVAL OF EXISTING 0.5 MG STEEL TANK, of 70 calendar days to Jas. W. Glover, Ltd. If approved, the contract completion date will be extended from December 29, 2003, to March 8, 2004. B. JOB NO. 99 -754 PUAPUAA 2.0 MG CONCRETE RESERVOIR: Page 1 of 5 December 16, 2003, Water Board Agenda.doc The contractor, Willocks Construction Corporation (WCC), has submitted a request for a time extension of 91 calendar days due to a required noise variance permit that has not been approved to date. WCC submitted the permit application to the Department of Health on October 31, 2003; and according to the authorities, it is expected to be approved by the end of December 2003. WCC was required to obtain the permit due to a connection that is to be done during night hours. The nighttime work is per our Department's request to minimize the impact on our customers. This would be the first time extension to the contract. Engineering staff has reviewed the request and finds that the 91 calendar days are justified to complete the project. RECOMMENDATION: It is recommended that the Board grant this extension of contract time for JOB NO. 99 -754, PUAPUAA 2.0 MG CONCRETE RESERVOIR, of 91 calendar days to Willocks Construction Corporation. If approved, the contract completion date will be extended from December 30, 2003, to March 30, 2004. C. PLAN APPROVAL FOR MOTOR CONTROL (MCC) BUILDING - PUAPUAA RESERVOIR SITE Schuler Homes, as part of their water system improvements is required to install a MCC building on our Puapuaa 2.0 mg Reservoir site (TMK 7- 5- 017:036). The Plan Approval from the Building Department is a pre- requisite to obtaining a building permit for the construction of the MCC. Further, in order for Schuler Homes, to construct the MCC, the Board will need to grant them a Construction Right of Entry. RECOMMENDATION: It is recommended that the Board approve the Plan Approval and grant a Construction Right of Entry, subject to the approval of the Corporation Counsel; and that either the Chairman or the Vice - Chairman be authorized to sign the documents. 6) NORTH KONA: A. ASSIGNMENT OF UNITS THROUGH SUNRA KONA COFFEE - WESTPRO DEVELOPMENT, INC. Sunra Coffee, LLC, owner of twenty -eight (28) units acquired through the Haseko Agreement that are assigned to TMK 7 -3- 010:048, desires to assign these units to WESTPRO Development, Inc. to be used on one or more of the following contiguous parcels, TMK 7 -3- 010:003, 047 & 048. RECOMMENDATION: It is recommended that the Board approve this consent, subject to whatever water system improvements required by DWS, and also subject to the approval of the Corporation Counsel, and that either the Chairman or the Vice - Chairman be authorized to sign the document. B. ASSIGNMENT OF UNITS THROUGH HAWAII AGRIBUSINESS - WESTPRO DEVELOPMENT, INC. Hawai'i Agribusiness, LLC, owner of eighty -eight (88) units acquired through the Haseko Agreement, and seventy -seven (77) units acquired through the North Kona Booster Project; all of which are assigned to TMK 7 -3- 010:027; desires to assign these units to WESTPRO Development, Inc. to be used on one or more of the following contiguous parcels, TMK 7 -3- 010:003, 047 & 048, Page 2 of 5 December 16, 2003, Water Board Agenda.doc RECOMMENDATION: It is recommended that the Board approve this consent, subject to whatever water system improvements required by DWS, and also subject to the approval of the Corporation Counsel, and that either the Chairman or the Vice - Chairman be authorized to sign the document. 7) MISCELLANEOUS: A. DEDICATION OF WATER SYSTEMS: We received the following documents for action by the Water Board. The water systems have been constructed in accordance with the Department's standards and are in acceptable condition for dedication. 1) GRANT OF EASEMENT For Waterline Purposes (15 -feet wide) Grantor: Diane S. Holschuh Trust TMK: (3) 4 -6 -010: Por. 004 2) BILL OF SALE "Kona Sea Villas" EWO NO.: 2004 -023 Seller: Sunstone Kona, LLC TMK: (3) 7 -5 -019: 001 Facilities Charge: $ S, 000.00 Final Inspection Date: 12/05/2003 Water System Cost: $188,345.00 RECOMMENDATION: It is recommended that the Water Board accept these documents subject to the approval of the Corporation Counsel and that either the Chairman or the Vice - Chairman be authorized to sign the documents. B. RESOLUTION NO. 03 -04, AUTHORIZING THE COUNTY OF HAWAII DEPARTMENT OF WATER SUPPLY TO STREAMLINE AND IMPROVE THE EFFICIENCY OF THE PROCEDURE FOR THE DEPARTMENT TO PROCURE AND AWARD FORMAL CONTRACTS FOR SERVICES, EQUIPMENT, MATERIALS, AND CONSTRUCTION WHILE MAINTAINING WATER BOARD OVERSIGHT: Because the Department of Water Supply is bound by the procurement rules in the procurement of services, materials, equipment, and construction, there is very little discretion that can be asserted by the Water Board in the award of the contract to a particular contractor. Rather, the Water Board, as the policy maker for the Department of Water Supply, should take a greater role in establishing priorities when it approves DWS' Annual Operating and Capital Improvements Projects Budget. A number of years ago, the Water Board gave the Chairperson the authority to sign contracts for services. This resolution re- establishes that authority and adds the authority for the Chairperson or Vice - Chairperson to sign construction contracts. This policy was adopted in Kauai, and a similar policy is in effect for the City and County of Honolulu. RECOMMENDATION: It is recommended that the Board adopt Resolution No. 03 -04 and that it take effect upon adoption. C. MONTHLY PROGRESS REPORT: See attached — for review and discussion. D. MONTHLY FINANCIAL REPORT: Page 3 of 5 December 16, 2003, Water Board Agenda.doc Review of Monthly Financial Statements and Budget. E. FINANCIAL MANAGEMENT SYSTEM: Information on existing system to be presented. Also, information on a possible solution to our problems will be discussed. F. ELECTION OF CHAIRMAN AND VICE - CHAIRMAN FOR 2004: Board to elect Chairman and Vice - Chairman for the 2004 term. G. BOARD MEMBER'S SERVICE: Section 134(d) of the County Charter allows a Board Member to serve an additional ninety days or until a successor is appointed and confirmed, whichever comes first. RECOMMENDATION: Pursuant to Section 134(d) of the County Charter, Board Members John Tolmie, Jr., and Raymond Kawamata will be allowed to serve an additional ninety days or until their successor is appointed and confirmed, whichever comes first. H. QUARTERLY SPECIAL MEETINGS: Scheduling of quarterly informational special meetings & setting of subject areas for special meetings. I. SETTING WATER BOARD MEETING SCHEDULE FOR 2004: Setting of locations and specific dates. J. REFERRAL FOR EXECUTIVE SESSION: 1) Westpro Development, Inc., vs. International Development Projects, Ltd., et al., Civil No. 03- 1 -0133K - The purpose of the Executive Session is to consult with the Corporation Counsel relating to matters involving Water Board liability, as authorized by Sections 92 -4 and 92 -5, Hawaii Revised Statutes. 2) Carl Matsumoto /Matsumoto Water Company -The purpose of the Executive Session will be to consult with the Board's attorney on questions & issues pertaining to the Board's powers, duties, privileges, immunities and liabilities as per HRS 92- 5(a)(4) on Matsumoto's overdue water bill. K. WESTPRO DEVELOPMENT, INC., VS. INTERNATIONAL DEVELOPMENT PROJECTS, LTD., ET AL., CIVIL NO. 03- 1- 0133K: Settlement negotiations will take place on November 24, 2003. Board to discuss and take action on possible settlement offer. Details to be provided at the meeting. L. MANAGER'S REPORT: 1) Kona Coastview/Wonderview Status 2) Employee of the Quarter presentation for third quarter M. CHAIRMAN'S REPORT 8) ANNOUNCEMENTS: A. Next Meeting: Page 4 of 5 December 16, 2003, Water Board Agenda.doc 9) The next Water Board Meeting will be held on January 27, 2003, 10:00 a.m., in the Department of Water Supply, Hilo Operations Center Conference Room, 889 Leilam Street, Hilo, Hawaii. If you require an accommodation or auxiliary aid and /or services to participate in this meeting (i.e., sign language interpreter, and large print), please call this number 961 -8050. Page 5 of 5 December 16, 2003, Water Board Agenda.doc