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HomeMy WebLinkAbout2004-12-21 Water Board MinutesMINUTES DEPARTMENT OF WATER SUPPLY COUNTY OF HAWAII WATER BOARD MEETING December 21, 2004 DWS HILO OPERATIONS CENTER CONFERENCE ROOM MEMBERS PRESENT: Mr. Earl T. Nakashima, Chairman Mr. Ivan Mochida, Vice - Chairman Mr. Thomas Goya Mr. Loren Heck Ms. Pamela Hons Mr. Bernard Konanui Ms. Sandra Scarr Mr. George Wilkins Mr. Milton D. Pavao, Manager (ex- officio member) ABSENT: Mr. Bruce McClure, Director, Department of Public Works (ex- officio member) OTHERS PRESENT: Ms. Katherine Garson, Deputy Corporation Counsel Ms. Amy Self, Deputy Corporation Counsel Mr. Darrin Arai, representing Mr. Christopher Yuen, Director, Planning Department (ex- officio member) Ms. Betty Nakashima Department of Water Supply Staff: Mr. Glenn Ahuna, Engineering Division Head Mr. Daryl Ikeda, Acting Chief of Operations Mr. Richard Tsunoda, Waterworks Controller Mr. Richard Sumada, Assistant Waterworks Controller Mr. Lawrence Sousa, Mechanical Engineer (11:18 a.m.) Mr. Rudolfo Cabatu, Lead Water Plant Electrician- Mechanic (11:18 a.m.) CALL TO ORDER: Chairman Nakashima called the meeting to order at 10:00 a.m. STATEMENTS FROM THE PUBLIC: None. APPROVAL OF MINUTES: MOTION: Ms. Hons moved for approval of the Minutes of the November 23, 2004, Water Board Meeting; seconded by Mr. Goya. Page 1 of 12 12- 21- 04min.doc Ms. Scarr noted a correction that is needed for clarification in last month's Minutes on Page 14, Item No. 5. It would be clearer if it reads "Mr. Wilkins asked about the pump in Keei Well D" and then the last sentence should read "the chloride content in the South Kona water system should be way down." ACTION: A vote was taken on the Motion to approve minutes with correction. Motion carried unanimously by voice vote. APPROVAL OF ADDENDUM AND /OR SUPPLEMENTAL AGENDA 1. Supplemental information to be given for HAMAKUA AND SOUTH KOHALA, Item A, JOB NO. 97 -684, CONSTRUCTION OF THE PUUKAPU - NIENIE BOOSTER PUMP STATIONS NO. 1 AND NO. 2 REPLACEMENT (no vote needed for Supplemental). 2. Addendum Request by Board Member Scarr ACTION: Ms. Scarr moved to add 9(I) Executive Session - #3) Personnel Item, pursuant to Hawaii Revised Statutes, Section 92 -5, to consult with the Board's attorney; seconded by Ms. Hons and carried unanimously by voice vote. ACTION TO MOVE AGENDA ITEM UP: ACTION: Ms. Scarr moved that the Board move Agenda Item 9(I) Executive Session up on the agenda; seconded by Mr. Wilkins and carried unanimously by voice vote. MISCELLANEOUS: EXECUTIVE SESSION: ACTION: Ms. Scarr moved that the Board enter Executive Session on the following three matters; seconded by Mr. Wilkins and carried unanimously by voice vote. (Executive Session began at 10:05 a.m.) 1) First Insurance of Hawaii (Kaulana at Kona) The purpose of this meeting is to consult with the Board's attorney on questions and issues pertaining to the Board's powers, duties, and liabilities, as authorized by Hawaii Revised Statutes, Section 92 -4 and 92- 5(a)(5). ACTION TAKEN AFTER EXECUTIVE SESSION: Mr. Mochida moved that the Board approve Corporation Counsel's recommendation on Item 9(I), #1; seconded by Mr. Wilkins and carried unanimously by voice vote. 2) Association of Apartment Owners Kaulana at Kona The purpose of this meeting is to consult with the Board's attorney on questions and issues pertaining to the Board's powers, duties, and liabilities, as authorized by Hawaii Revised Statutes, Section 92 -4 and 92- 5(a)(5). ACTION TAKEN AFTER EXECUTIVE SESSION: Mr. Wilkins moved that the Board approve Corporation Counsel's recommendation on Item 9(I), #2; seconded by Mr. Mochida and carried unanimously by voice vote. Page 2 of 12 12- 21- 04min.doc Executive Session (continued): 3) Personnel Item The purpose of this meeting is to consult with the Board's attorney, as authorized by Hawaii Revised Statutes, Section 92 -5. (Executive Session ended at 10:48 a.m.) SOUTH HILO: A. JOB NO. 98-705, HONOMU EXPLORATORY WELL: The Board considered a request from the contractor for a 4th time extension of 35 working days. This request is due to rain -out days (5) and a delay due to pump manufacture and shipping (30). Contractor anticipated receiving the pump in late November; but it still has not arrived as of December 10, 2004. Staff has reviewed the request and finds it acceptable. The Manager recommended that the Board approve a contract time extension of thirty -five (35) working -days from December 17, 2004, to February 9, 2005, for JOB NO. 98 -705, HONOMU EXPLORATORY WELL. MOTION: Mr. Wilkins moved for approval of the Manager's recommendation; seconded by Mr. Mochida. Mr. Wilkins expressed his concern over the large number of extension requests by each contractor. He asked the Manager if it is common to this type of project. He also asked why rain is so much of a factor. The Manager replied that for any job that involves a pump, you may expect an 80% chance of extension request because of the nature of the work. As for the rainout days, it is a safety factor and mentioned OSHA regulations. ACTION: A vote was taken on the Motion. Motion was carried unanimously by voice vote. NORTH HILO: A. JOB NO. 2003-828, LAUPAHOEHOE DEEP WELL NO. 1 REPAIR (WELL NO. 5814-01): Two bids for this project were opened on December 9, 2004; and the results were enumerated in the Agenda. Funding for this project will be from the C.I.P. budget. The contractor will have 180 calendar days to complete this project. The Manager recommended that the Board award the contract for JOB NO. 2003 -828, LAUPAHOEHOE DEEP WELL NO. 1 REPAIR, to the lowest responsible bidder, Wai`eli Page 3 of 12 12- 21- 04min.doc Drilling and Development, for their bid amount of $161,861.00 plus $18,139.00 in construction contingency for a total contract amount of $180,000.00, subject to review as to form and legality of the contract by Corporation Counsel. ACTION: Mr. Mochida moved for approval of the Manager's recommendation; seconded by Ms. Scarr and carried unanimously by voice vote. HAMAKUA AND SOUTH KOHALA: A. JOB NO. 97-684, CONSTRUCTION OF THE PUUKAPU - NIENIE BOOSTER PUMP STATIONS NO. 1 AND NO.2 REPLACEMENT: The contractor, Dick Pacific Construction Company, Ltd., is requesting a contract time extension. Their letter explaining the situation was received this morning and presented to the Board by Mr. Ahuna. Contractor is requesting a 30 -day contract time extension due to the booster pump not meeting specifications. The Manager recommended that the Board grant a time extension to Dick Pacific Construction Company, Ltd., for JOB NO. 97 -684, CONSTRUCTION OF THE PUUKAPU - NIENIE BOOSTER PUMP STATIONS NO. 1 AND NO. 2 REPLACEMENT, to January 31, 2005. ACTION: Mr. Mochida moved for approval of the Manager's recommendation; seconded by Mr. Heck and carried unanimously by voice vote. NORTH KONA: A. ASSIGNMENT OF HASEKO WATER AGREEMENT WATER UNITS: This matter was deferred at the October 26 and November 23, 2004, Water Board Meetings. As part of a tri -party agreement dated May 4, 2000, between HASEKO (HAWAII), Inc., Keopuolani Estates Associates (KEA), and the Water Commission, KEA, the owner of TMK 7 -5- 001:044, was granted forty -six (46) units to be assigned to the same parcel in exchange for a well and well site. Now, SUNRA COFFEE, LLC, successor to KEA, desires to assign fifteen (15) of these units to Wainani 42 LLC to be used on TMK 7 -5- 001:027. Section 5 of the subject agreement provides for the assignment of all or part of the 46 units to other parcels in the North Kona water system, subject to whatever water system improvements are required by the Department. The Manager recommended that the Board approve this assignment and consent, subject to the approval of the Corporation Counsel, and that either the Chairman or the Vice - Chairman be authorized to sign the document. ACTION TO DEFER: Since no representatives were present to answer questions, as previously requested by the Board, Ms. Scarr moved for deferral; seconded by Mr. Mochida and carried unanimously by voice vote. Page 4 of 12 12- 21- 04min.doc B. AGREEMENT FOR ASSIGNMENT AND TRANSFER OF WATER COMMITMENTS FOR KONA SOURCE AGREEMENT II: Y -O Limited Partnership wishes to assign one thousand five hundred (1,500) Kona Source Agreement 11 commitments allocated to Tax Map Key 7 -3- 009:019, 020, and 032, to Kaloko Heights Associates, LLC, the new owner of the subject parcels. The Manager recommended that the Board approve this assignment and consent, subject to the approval of the Corporation Counsel, and that either the Chairman or the Vice - Chairman be authorized to sign the document. MOTION: Ms. Scarr moved for approval of the Manager's recommendation; seconded by Mr. Mochida. Ms. Scarr asked who the principles are in Kaloko Heights Associates, LLC, if they are going to be developing the area, and if the Department has that much water available. Mr. Ahuna replied the principals are Stanford Carr who did Kahakai Subdivision in Kailua -Kona and other projects in Waikoloa. Currently, the Department has two wells down; but by the time this subdivision is online, it should not be a problem. The 1,500 units will not come online all at once, but will be phased. In response to Mr. Wilkins' question if the Department has identified available water to satisfy these units, the Manager replied that the Board's approval last month of a consultant for another well being worked on will develop additional sources. ACTION: A vote was taken on the Motion. Motion was carried unanimously by voice vote. MISCELLANEOUS A. DEDICATION OF WATER SYSTEMS: The Department 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. LICENSE EASEMENT NOS. 605 AND 608 "HILO SCATTERED LOTS" — KAUMANA SITE E.W.O.: 2002 -031 Grantor: Department of Hawaiian Home Lands TMK: (3) 2 -3- 025:014 to 017 and 047 Lots: 49 Facilities Charge: $118,650.00 Final Inspection Date: 12/02/04 Water System Cost: $405,610.00 Page 5 of 12 12- 21- 04min.doc 2. GRANT OF EASEMENT AND BILL OF SALE "KEAHOLE MAUKA" (Dennis Young) SUBDIVISION Subdivision Application No. 2003 -037 E.W.O.: 2004 -089 Grantor: Keahole Mauka Group, LLC TMK: (3) 7 -3- 010:029 Lots: 11 Lots plus 1 Roadway Lot Facilities Charge: $55,000.00 Capital Assessment Fee: $5,000.00 Final Inspection Date: 9/07/04 Water System Cost: $71,155.00 3. GRANT OF NON - EXCLUSIVE EASEMENT KONAWAENA MIDDLE SCHOOL HAWAIIAN LANGUAGE IMMERSION PROGRAM E.W.O.: 2003 -080 Grantor: State of Hawaii, by its Board of Land and Natural Resources TMK: (3) 8 -1- 002:038 portion Facilities Charge: $4,350.00 Capital Assessment Fee: $500.00 Final Inspection Date: 6/30/03 Water System Cost: $41,800.00 4. LIMITED WARRANTY DEED MAKAHANALOA WELL AND RESERVOIR SITE (Kulaimano Mauka) Grantor: C. Brewer and Company, Limited TMK: (3) 2 -8- 004:003 5. GRANT OF NON - EXCLUSIVE EASEMENT WAIOHINU WATER SYSTEM Grantor: State of Hawaii, by its Board of Land and Natural Resources TMK: (3) 9 -5- 002:002 & 005 6. GRANT OF EASEMENT BILL OF SALE HAWAIIAN RAINBOWS SUBDIVISION Subdivision Application No. 2003 -156 E. W. O.: 2004 -075 Grantor (Grant of Easement): Continental Pacific, LLC Seller (Bill of Sale): Hawaiian Rainbows Development Corporation TMK: (3) 2 -8- 007:001 portion Facilities Charge: $8,460.00 (paid 9/26/02) Final Inspection Date: 11/18/04 Water System Cost: $211,245.00 Page 6 of 12 12- 21- 04min.doc 7. GRANT OF EASEMENT AND BILL OF SALE Makalapua Business Center Subdivision, Increment 2 Subdivision Application No. 2002 -103 E. W. O.: 2004 -034 Grantor: Trustees of the Lili`uokalani Trust TMK: (3) 7 -4- 025:012, File Plan 2369 Lots: 12 Facilities Charge: $239,400.00 (133 units) Final Inspection Date: 12102104 Water System Cost: $308,930.00 The Manager 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. ACTION: Mr. Wilkins moved for approval of the Manager's recommendation; seconded by Mr. Mochida and carried unanimously by voice vote. Mr. Wilkins asked that in the future, a brief sentence be added for each item describing its uniqueness or what is special about each one. B. PROFESSIONAL SERVICES AGREEMENT: Milo Street Water System Improvements In addition to replacing an existing 12 -inch transite pipe along Milo Street, it has become imperative that the existing steel tank along Milo Street also be replaced due to excessive corrosion. Consequently the water level in the tank has been lowered to reduce the pressure on the wall and lessen the water leakage. In addition, the existing booster pumps at the existing tank site must be relocated/replaced. This project is not listed on the Department's current 5 -year Capital Improvement Projects list; therefore, Water Board approval is necessary to proceed. Project Scope: The scope of the services for this contract includes the survey, preparation of construction plans, specifications, bid proposal, and cost estimate for the replacement of 1,800 feet of 12 -inch transmission water main, booster pumps, and 0.3 -mg reservoir Consultant: To be procured subsequent to Board approval Consultant Fee Estimate: $150,000 Construction Cost Estimate: $1,600,000 The Manager recommended that the Board approve this project such that a professional services contract can be executed for the intended scope of work, subject to the results of the procurement process, and that either the Chairman or the Vice - Chairman be authorized to sign all necessary documents, subject to the approval of the Corporation Counsel. MOTION: Mr. Mochida moved for approval of the Manager's recommendation; seconded by Mr. Wilkins. Page 7 of 12 12- 21- 04min.doc In response to Mr. Goya's question of why the storage capacity is small, the Manager replied that it is just storage for the booster pump and not a service tank. ACTION: A vote was taken on the Motion. Motion was carried unanimously by voice vote. C. ELECTION OF CHAIRMAN AND VICE - CHAIRMAN FOR 2005: Before the Board entered its elections for Chairman and Vice - Chairman for the 2005 term, Mr. Wilkins commented that he hoped the Board would try to make an effort to have one officer from the Hilo side and the other from west Hawaii. The Manager added that it helps, when it comes time for documents to be signed, to have someone close by. Chairman Nakashima opened the floor for nominations for Chairperson. Mr. Heck nominated Mr. Ivan Mochida; seconded by Ms. Scarr. There being no further nominations for Chairperson, nominations were closed. ACTION: Mr. Wilkins moved that the Board accept Mr. Ivan Mochida for its Chairman for the term of 2005; seconded by Mr. Heck and carried unanimously by voice vote. Chairman Nakashima opened the floor for nominations for Vice - Chairperson. Mr. Wilkins nominated Mr. Loren Heck for the position of Vice - Chairman; seconded by Ms. Scarr. There being no further nominations for Vice - Chairperson, nominations were closed. ACTION: Ms. Scarr moved that the Board accept Mr. Loren Heck for its Vice - Chairman for the term of 2005; seconded by Mr. Mochida and carried unanimously by voice vote. D. BOARD MEMBERS' SERVICE: Section 13 -4(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. The Manager recommended that pursuant to Section 13 -4(d) of the County Charter, expired term Board Members will be allowed to serve an additional ninety days or until their successor is appointed and confirmed, whichever comes first, if desired to. MOTION: Ms. Scarr moved for approval of the Manager's recommendation; seconded by Mr. Goya. Mr. Nakashima indicated his willingness to serve. Ms. Hons preferred not to; however, if the Board finds itself short of a quorum, she could be called upon. ACTION: A vote was taken on the Motion. Motion was carried unanimously by voice vote. Page 8 of 12 12- 21- 04min.doc E. MONTHLY PROGRESS REPORT: In response to Ms. Scarr's questions about the Pohakea project, the Manager reported that the utilities are all set, but the project is not closed yet. The lease for the property has been signed by all parties. In response to Ms. Scarr's question about spare pumps for Keei Well D, the Manager replied that the last spare pump was just used so the Department has to procure another spare. The Manager also reported that Hualalai Well just went down, and Kahaluu Shaft is pumping more as a result. Emergency procurement is underway to repair the pump. In response to Mr. Wilkins' question if the pumps are standard and would fit into any of the Kailua -Kona system wells, the Manager replied that they are designed to fit each well head and capacity (wells vary in head and capacity). The pumps could be interchanged, but they would be awfully inefficient. Mr. Wilkins commented that it is also inefficient to have people continue with a high -salt diet. He added that people are starting to approach him personally. The Manager asked that Mr. Wilkins direct people to him with their concerns. F. REVIEW OF MONTHLY FINANCIAL STATEMENTS: Ms. Scarr asked about the discrepancy in trade receivables from prior year. Mr. Sumada stated that the discrepancy exists because the prior year trade receivable number is low due to the problems the Department experienced with the billing system last year. In response to Ms. Scarr's question of whether the problem was solved with getting doubtful accounts flagged on the computer, Mr. Sumada stated that the financial management system still generates the same type of reports it has always has. The list of delinquent accounts has to be manually checked to eliminate accounts that are on payment plans or are already at the collection agency. He added that when the new collections officer starts work with the Department, they will sit down and look at how those reports need to be revised and if there is a need for software modification. G. SPECIAL MEETING SCHEDULE: MOTION: Ms. Scarr moved that the Board hold a Special Meeting of the Board on Wednesday, January 26, 2005, 9:00 a.m., in the Hilo Operations Center conference room, to discuss issues concerning the Board; seconded by Mr. Wilkins. Discussion followed regarding the topics to be included, and it was also agreed that if any Board Members travelling from west Hawaii choose to spend the night in Hilo after the January 25 regular meeting, the Department will pay their per diem. Mr. Wilkins and Page 9 of 12 12- 21- 04min.doc Ms. Scarr expressed their desire to stay in Hilo. Ms. Hons indicated she most likely would not be available in January. Topics will be: ♦ Board Governance Policies ♦ Results from the R. W. Beck, Inc., presentation (January 25, 2005) ♦ Water service expansion ♦ C.I.P. Budget - any addenda the Board might want to make to it and how to go about financing; what monies are available to the Department. Also discussed were the requests by the Board to have the Mr. Rodney Haraga, Director of the State Department of Transportation, invited to a meeting and also previous mention of inviting Ms. Yvonne Izu, Acting Director of CWRM, to talk about source water protection. The Manager cited February as a possible time for covering these topics because the Special Meeting's four Agenda items listed above may take some time. Me mentioned that he would be drafting letter, to be signed by the new Chairman, Ivan Mochida, inviting Mr. Haraga to the meeting. ACTION: A vote was taken on the Motion. Motion was carried unanimously by voice vote. H. PROPOSED PRESENTATION BY R. W. BECK: R. W. Beck, Inc., proposes to do a one -hour informational presentation to the Board at its January 25, 2005, meeting on the following: • Draft Results of Financial Plan Water Service Area Expansion Progress Report of Water Master Plan ACTION: Ms. Scarr moved for approval of the presentation to be done by R. W. Beck, Inc.; seconded by Mr. Mochida and carried unanimously by voice vote. I. EXECUTIVE SESSION: Discussed earlier. MANAGER'S REPORT: 1. Kona Coastview/Wonderview status - contractor has begun work. 2. USGS Drilling Program - the Ocean View test well is down to 150 feet, but they are having a hard time because the hole collapsed. 3. Kona Water Quality - negotiations ongoing with private landowners. The most promising is KIC. They have three wells planned for development. The plan is for them to develop what they need, add what this Department wants, and this Department reimburses them for the difference. They say they will take about 21/2 years to develop their wells. Page 10 of 12 12- 21- 04min.doc Ms. Scarr asked about the study currently underway by Brown and Caldwell on the Kahaluu Shaft water quality enhancement feasibility study. Mr. Ahuna indicated they started the work and have six months to complete the study. 4. The Manager added two items - one is advance notice to the Board that the Department will be seeking the creation of a Safety Officer in the future. 5. The next item was advance notice of the Department's desire to create an engineering series at its Operations Division, possibly in the civil and mechanical engineering series. 6. Employee of the Quarter Award (3'd quarter) - Mr. Lawrence Sousa, Mechanical Engineer in the Operations Division, was presented with the Employee of the Quarter Award for the 3'd quarter. Mr. Ikeda stated that Mr. Sousa has been working with the Department for almost three years and is very instrumental in repairing all of the wells that break down. He is currently busy trying to get the Hualalai Well up and running. Mr. Sousa and his wife will be joining the Board for lunch today. 7. Retirees of the Department of Water Supply - the Manager announced that the Department had two employees retiring as of the end of this year. One is Mr. Gilbert Andrade, Lead Pipefitter, at the Kau office. He was not present at the meeting. The other retiree is Mr. Rudolfo Cabatu, Lead Water Plant Electrician- Mechanic, at Hilo Operations Center, who was present today. Both Mr. Cabatu and his wife will be joining the Board for lunch today. Mr. Ikeda stated that Mr. Cabatu started with the Department 10 years ago, after 30 years of employment with Hamakua Sugar, and will be missed by this Department. He has been very instrumental in keeping the water system running. Mr. Heck mentioned a meeting on January 6, 2005, 10:00 a.m., with Governor's Lingle in her office and asked if the Manager knew what the agenda was for that meeting. The Manager stated he had just heard about it from Mr. Nitsche. Mr. Heck stated that Mr. Levin would be present, along with Mr. Herkes and Mr. Kokubun. He wondered if the Department should be represented. The Manager stated that he was asked by Mr. Nitsche if he would attend and indicated that he would either be there himself or would send a representative. K. CHAIRMAN'S REPORT: Chairman Nakashima stated it was his pleasure serving as Chairman for the past year and thanked the Board and the Department's staff for all the hard work. He leaves the position of Chairman to the very capable hands of Mr. Mochida and wished everyone well. ANNOUNCEMENTS: Next Meeting: The next meeting of the Water Board will be held on Tuesday, January 25, 2005, 10:00 a.m., in the Department of Water Supply, Hilo Operations Conference Room, 889 Leilani Street, Hilo, Hawaii. Special Water Board Meeting A Special Meeting of the Water Board will be held on Wednesday, January 26, 2005, 9:00 a.m., in the Department of Water Supply, Hilo Operations Conference Room, 889 Leilani Street, Hilo, Hawaii. Page 11 of 12 12- 21- 04min.doc STATEMENTS FROM THE PUBLIC None ADJOURNMENT ACTION: Ms. Scarr moved for adjournment of the meeting; seconded by Mr. Wilkins and carried unanimously by voice vote. Meeting adjourned at 11:45 a.m. Secretary The Department of Water Supply is an Equal Opportunity provider and employer. To file a complaint of discrimination, write: USDA, Director, Office of Civil Rights, Room 326 -W, Whitten Building, 14th and Independence Avenue, SW, Washington DC 20250 -9410. Or call (202) 720 -5964 (voice and TDD) Page 12 of 12 12- 21- 04min.doc