HomeMy WebLinkAbout2012-12-18 Water Board AgendaDEPARTMENT OF WATER SUPPLY
COUNTY OF HAWAII
WATER BOARD MEETING
AGENDA
MEETING DATE: December 18, 2012
TIME: 10:00 a.m.
PLACE: Department of Water Supply, Operations Center, Conference Room, 889 Leilani Street,
Hilo, HI
1) CALL TO ORDER — 10:00 a.m. (please turn cell phones off or set to silent)
2) STATEMENTS FROM THE PUBLIC
3) APPROVAL OF MINUTES
• Minutes of the November 27, 2012,Water Board meeting
4) APPROVAL OF ADDENDUM AND /OR SUPPLEMENTAL AGENDA
(Note: Addendum requires Roll Call Vote)
5) SOUTH HILO:
A. VEHICLE BID NO. 2012-12, FURNISHING AND DELIVERING VEHICLES TO THE
DEPARTMENT OF WATER SUPPLY:
Bids were opened on December 6, 2012, at 2:00 p.m., and the following are the bid results:
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Inter Pacific Motors,
Inc. dba Orchid Isle
Auto Center
Part "A"
ONE (1) ONLY 2012 OR
LATER, PASSENGER
VAN, 2 -WHEEL DRIVE
No Bid
Total delivery price
Delivery time (calendar
days)
Part `B"
ONE (1) ONLY 2012 OR
LATER 3/4 TON FULL -
SIZE PICKP WITH
REGULAR CAB,
SERVICE BODY AND
LIFTGATE, REAR
WHEEL DRIVE
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RECOMMENDATION: It is recommended that the Board award VEHICLE BID NO. 2012 -12,
FURNISHING AND DELIVERING VEHICLES TO THE DEPARTMENT OF WATER SUPPLY, to
Inter Pacific Motors, Inc. dba Orchid Isle Auto Center, for Parts B and C at a total cost of $76,874.00,
and that either the Chairperson or the Vice - Chairperson be authorized to sign the contract subject to
approval of the contract as to form and legality by Corporation Counsel.
For Part A, no bids were received, and staff shall obtain quotations in the best interest of the
Department.
6) NORTH KONA:
A. AMENDMENT TO AGREEMENT REGARDING DEVELOPMENT OF SOUTH WAI`AHA
SYSTEM AND AMENDMENT TO AGREEMENT REGARDING DEVELOPMENT OF
NORTH WAI`AHA SYSTEM:
(Deferred at the November 27, 2012, Board meeting.)
RECOMMENDATION: It is recommended that this matter be withdrawn, as on November 14, 2012,
Kohanaiki Shores, LLC, submitted a revised agreement for consideration.
B. AMENDED AND RESTATED AGREEMENT REGARDING DEVELOPMENT OF SOUTH
WAI`AHA WATER SYSTEM AND TERMINATION OF THE AGREEMENT REGARDING
THE DEVELOPMENT OF THE NORTH WAI`AHA WATER SYSTEM:
(This Item is being reconsidered, per the Water Board's vote at the November 27, 2012, Board
meeting.)
The developers of the South Wai`aha System and North Wai`aha System, Wai`aha System, LLC and
Wai`aha System II, LLC, respectively, would like to amend the existing agreements. There will be new
members, as previous members of each agreement have executed "redemption agreements," releasing
them from the respective agreements. There will be one amended agreement inclusive of both existing
agreements identifying the terms and members of the agreement. The parties to this proposed Amended
Agreement are the Water Board of the County of Hawaii, Waiaha System, LLC, Waiaha System II,
LLC and Kohanaiki Shores, LLC.
RECOMMENDATION: A recommendation will be provided at the meeting.
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Total delivery price
$35,096.00
Delivery time (calendar
210
days)
Part "C"
ONE (1) ONLY 2012 OR
LATER I TON CREW
CAB, SERVICE BODY
AND LIFTGATE, 4-
WHEEL DRIVE
Total delivery price
$41,778.00
Delivery time (calendar
210
days)
RECOMMENDATION: It is recommended that the Board award VEHICLE BID NO. 2012 -12,
FURNISHING AND DELIVERING VEHICLES TO THE DEPARTMENT OF WATER SUPPLY, to
Inter Pacific Motors, Inc. dba Orchid Isle Auto Center, for Parts B and C at a total cost of $76,874.00,
and that either the Chairperson or the Vice - Chairperson be authorized to sign the contract subject to
approval of the contract as to form and legality by Corporation Counsel.
For Part A, no bids were received, and staff shall obtain quotations in the best interest of the
Department.
6) NORTH KONA:
A. AMENDMENT TO AGREEMENT REGARDING DEVELOPMENT OF SOUTH WAI`AHA
SYSTEM AND AMENDMENT TO AGREEMENT REGARDING DEVELOPMENT OF
NORTH WAI`AHA SYSTEM:
(Deferred at the November 27, 2012, Board meeting.)
RECOMMENDATION: It is recommended that this matter be withdrawn, as on November 14, 2012,
Kohanaiki Shores, LLC, submitted a revised agreement for consideration.
B. AMENDED AND RESTATED AGREEMENT REGARDING DEVELOPMENT OF SOUTH
WAI`AHA WATER SYSTEM AND TERMINATION OF THE AGREEMENT REGARDING
THE DEVELOPMENT OF THE NORTH WAI`AHA WATER SYSTEM:
(This Item is being reconsidered, per the Water Board's vote at the November 27, 2012, Board
meeting.)
The developers of the South Wai`aha System and North Wai`aha System, Wai`aha System, LLC and
Wai`aha System II, LLC, respectively, would like to amend the existing agreements. There will be new
members, as previous members of each agreement have executed "redemption agreements," releasing
them from the respective agreements. There will be one amended agreement inclusive of both existing
agreements identifying the terms and members of the agreement. The parties to this proposed Amended
Agreement are the Water Board of the County of Hawaii, Waiaha System, LLC, Waiaha System II,
LLC and Kohanaiki Shores, LLC.
RECOMMENDATION: A recommendation will be provided at the meeting.
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C. EXECUTIVE SESSION: RE: AMENDED AND RESTATED AGREEMENT REGARDING
DEVELOPMENT OF SOUTH WAI`AHA WATER SYSTEM AND TERMINATION OF THE
AGREEMENT REGARDING THE DEVELOPMENT OF THE NORTH WAI`AHA WATER
SYSTEM:
The Water Board anticipates convening an executive meeting, closed to the public, pursuant to Hawaii
Revised Statutes, under 92- 5(a)(4) to consult with the Water Board's attorney on questions and issues
pertaining to the Water Board's powers, duties, privileges, immunities and liabilities. A two- thirds vote,
pursuant to HRS Section 92 -4, is necessary to hold an executive meeting.
D. FIRST SUPPLEMENTAL WELL DEVELOPMENT AGREEMENT DATED AUGUST 12,2009;
PALANI WELL (TMK: 7 -4- 002:008):
The developers Lanihau Properties, LLC, West Hawaii Business Park, LLC, and Palani Ranch
Company, Inc. ( "Owners ") request an extension of the "Completion Deadline" identified in Section 1(b)
of the First Supplemental Well Development Agreement dated August 12, 2009 ( "Agreement "), due to
circumstances beyond the control of the Owners. The original "Completion Deadline" as specified in
the Agreement was December 31, 2011 and the request as allowed by the Agreement, would change the
"Completion Deadline" to June 30, 2014.
DWS Staff has been kept apprised of the situation and has no objections to the extension request. All
other requirements and conditions of the Agreement will remain unchanged.
RECOMMENDATION: It is recommended that the Board approve the extension request to change the
"Completion Deadline" as defined in the First Supplemental Well Development Agreement from
December 31, 2011, to June 30, 2014.
8) MISCELLANEOUS:
A. DEDICATION OF WATER SYSTEMS:
The Department has 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 AND BILL OF SALE
Frenz Subdivision
Subdivision Application No. 11- 001101
Grantor /Seller: Frenz Family Trust, Bruce J. Frenz and David M. Frenz
Tax Map Key: (3) 2 -4- 070:001
No. of Lots: 2 Zoning: A -3a, RS -40
Facilities Charge: $5,500.00 Date Paid: 9/24/2012
Final Inspection Date: 10/15/2012
Water System Cost: $65,570.00
2. GRANT OF EASEMENT
The Shores at Kohanaiki Subdivision
Subdivision No. 06- 000327
Grantors: Kohanaiki Shores, LLC
Tax Map Key: (3) 7 -3- 009:016, 7 -3- 063:001 -006, 008, 011, 013 and 014; 7 -3- 064:001 -020 and
023; 7 -3- 064:001 -055, 059 -068; 7 -3- 068:001 -004 (Formerly 7 -3- 009:009 and 7 -3- 009:016)
3. BILL OF SALE
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The Shores at Kohanaiki Subdivision
Subdivision No. 06- 000327
Sellers: Kohanaiki Shores, LLC
Tax Map Key: (3) 7 -3- 009:016, 7 -3- 063:001 -006, 008, 011, 013 and 014; 7 -3- 064:001 -020 and
023; 7 -3- 064:001 -055, 059 -068; 7 -3- 068:001 -004 (Formerly 7 -3- 009:009 and 7 -3- 009:016)
No. of Lots: 112, Road Lot A -F
Zoning: V- 1.25a, DV -10, RM -3, RS -10, ML -10, and Open
Facilities Charge: $477,380.00 Date Paid: 3/17/2008
Final Inspection Date: TBA
Water System Cost: TBA
RECOMMENDATION: It is recommended that the Water Board accept these documents subject to the
approval of the Corporation Counsel, and that either the Chairperson or the Vice - Chairperson be
authorized to sign the documents.
B. AD HOC FINANCE COMMITTEE REPORT:
The Water Board's Ad Hoc Finance Committee Chairperson, Mr. Art Taniguchi, has been investigating
the three focus areas (DWS's policies on credit card use, cash control and vehicle take - home), which
encompass the scope of the Committee's work. At this meeting, the Committee may do the following:
Discussion of DWS's cash handling procedures and proposed changes. Discussion may
include a possible switchover to Oahu's billing system.
C. ENERGY MANAGEMENT ANALYST UPDATE:
The Energy Management Analyst will provide an update on significant changes or noteworthy areas
relating to energy use and the Department's Green Initiatives.
D. MONTHLY PROGRESS REPORT:
Submission of Progress Report of Projects by the Department. Department personnel will be available
to respond to questions by the Board regarding the status /progress of any project.
E. REVIEW OF MONTHLY FINANCIAL STATEMENTS:
Submission of financial statements and information relating to the financial status of the Department.
Department personnel will be available to respond to questions by the Board relating to the financial
status of the Department.
F. MANAGER -CHIEF ENGINEER'S REPORT:
The Manager -Chief Engineer will provide an update or status on the following:
1) Palani Road Transmission Waterline Project
2) Kawailani Tank update
3) Pu`ukala /Kona Ocean View Properties Subdivision Improvement District Update
4) Public Information and Education Specialist Update
5) Recognition of Service Retirements
G. BOARD MEMBERS' SERVICE:
Section 134(d) of the County Charter allows a Board Member whose term has expired to serve an
additional 90 days or until a successor is appointed and confirmed, whichever comes first.
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RECOMMENDATION: Pursuant to Section 134(d) of the County Charter, expired term Board
Members will be allowed to serve an additional 90 days or until their successor is appointed and
confirmed, whichever comes first, if so desired.
H. ELECTION OF CHAIRPERSON AND VICE - CHAIRPERSON FOR 2013:
Board to elect Chairperson and Vice - Chairperson for the 2013 term.
I. CHAIRPERSON'S REPORT:
Chairperson will raise issues of interest to the Board.
9) ANNOUNCEMENTS:
1. Next Regular Meeting:
The next meeting of the Water Board will be held at 10:00 a.m. on January 22, 2013, at a venue to be
determined.
2. Following Meeting:
The following meeting of the Water Board will be held at 10:00 a.m. on February 26, 2013, at a venue
to be determined.
10) ADJOURNMENT
Anyone who requires an auxiliary aid or service for effective communication or a modification of policies or procedures to participate in this Water Board
Meeting should contact Janet Snyder, Secretary, at 961 -8050 as soon as possible, but no later than five days before the scheduled meeting. Notice to
Lobbyists: If you are a lobbyist, you must register with the Hawaii County Clerk within five days of becoming a lobbyist. {Article 15, Section 2- 91.3(b),
Hawaii County Code} A lobbyist means "any individual engaged for pay or other consideration who spends more than five hours in any month or $275
in any six -month period for the purpose of attempting to influence legislative or administrative action by communicating or urging others to communicate
with public officials." {Article 15, Section 2- 91.3(a)(6), Hawaii County Code} Registration forms and expenditure report documents are available at the
Office of the County Clerk- Council, Hilo, Hawaii.
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