HomeMy WebLinkAboutMinutes - Water Utility Commission - 11/9/2009 , ENCIV/ Ili1110
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MINUTES
ORO VALLEY WATER UTILITY COMMISSION
REGULAR SESSION
MONDAY, NOVEMBER 9, 2009
HOPI CONFERENCE ROOM
11000 N. LA CANADA DRIVE
CALL TO ORDER: 6:01 P.M.
ROLL CALL:
PRESENT: David Powell, Chair
Rick Davis, Vice Chair
Robert Milkey, Commissioner
Elizabeth Shapiro, Commissioner
Richard Reynolds, Commissioner
Winston Tustison, Commissioner
EXCUSED: John Hoffmann, Commissioner
STAFF PRESENT:
Philip C. Saletta, Water Utility Director
Shirley Seng, Utility Administrator
David Ruiz, Engineering Division Manager
CALL TO AUDIENCE
Chair Powell indicated that Ms. Malecki Oro Valley resident could speak on water
rates after Item 2 was presented.
1. APPROVAL OCTOBER 12, 2009 MINUTES-Discussion and/or possible
action.
Click here for Item 1
MOTION: A Motion was made by Commissioner Shapiro and Seconded
by Commissioner Reynolds to approve the October 12, 2009 minutes.
MOTION carried, 6-0.
2. WATER RATES (Commissioner Tustison/S. Seng/P. Saletta)
Discussion and/or possible action on the water rates analysis, proposed
water rates increase and upcoming public hearing.
Ms. Seng reported the following on the Water Rates:
11/09/09 Minutes, Oro Valley Water Utility Commission
-Ms. Seng thanked Commissioners Tustison, Shapiro, Milkey and Reynolds for
their support and attendance at the October 14th, Town Council Study Session:
Public Hearing on Water Rates, Wednesday, November 18 @ 6 p.m. Location:
Town Council Chambers.
Town Council packets emailed to Commissioners. Ms. Seng reviewed some of
the concerns raised during the Town Council Study Session.
Comments and responses from the Council Study Session held October 14,
2009:
-Describe the distinct differences between the Preferred and Alternate scenarios.
-Preferred Scenario proposes increases in the base rates, commodity rates,
Groundwater Preservation Fees and several other existing service fees.
-Financial impact to the average residential customer using 8000 gallons per
month would be an increase of$2.06 (5.6%) in their monthly bill.
-This scenario proposes incurring debt in FY 09-10, using cash for capital
improvements in FY 10-11 and incurring debt in FY 12-13 in the amount of
$3, 580,000.
-Alternate Scenario proposes increases in the Groundwater Preservation Fees
and several existing service fees.
-Financial impact to the average residential customer using 8000 gallons per
month would be an increase of$1.60 (4.4%) in their monthly bill.
-Alternate Scenario proposes incurring debt in FY 09-10 for existing system
improvements. Borrowing additional funds FY 10-11 in the amount of
$5,910,000.
-A discussion and clarification of the operations/maintenance costs categories
defined as Least control, Minimal control and Most control was given.
-Provided a graph outlining the Water Utility's O&M Budget Comparison FY 08- --
09 & FY 09-10 Least control, Minimal control and Most control categories.
Council's questions and concerns:
-How much revenue will an increase in the base rate generate -Existing
New Service Establishment Fees and revenue increases -Explained Security
Deposits are not considered a revenue source -Bad Debt is written off on
residential accounts. There are no bad debts in commercial accounts FY 08-09.
-Water Conservation Program will remain unchanged. The reduction in water
usage was a key component in the Water Rates Analysis Report.
Public Comments on rates
-Do not increase Base Rates but increase Commodity Rates, GPF and Service
Fees thereby promoting conservation without affecting the customers' base
rates.
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Ms. Seng felt that the customer's comment was an option to consider. She
requested feedback from the Commissioners.
Question and answer session occurred:
-Would the suggestion provided by the resident still be covered by the existing
Notice of Intent presented to Council? (Commissioner Milkey). Ms. Seng
indicated that the option would not affect the Notice of Intent and could still be an
alternative for Council to consider.
-Do you anticipate having an exact revenue model for the Commodity Rate
scenario as indicated in the Base Rate revenue scenario? Ms. Seng said there
would be $77,000 less revenue under the customer's proposed Commodity Rate
Scenario. Commissioner Milkey felt that the customer's suggestion could work.
-Commissioner Tustison commented that the customer's idea was a good
one; however he thought introducing a new scenario to Council would create
some confusion. He preferred waiting and bringing it back into next years
equation. Commissioner Tustison felt that the majority of Council understood the
proposed scenarios quite well.
-Commissioner Reynolds asked about the existing timetable and whether a new
scenario could create a delay. Mr. Saletta did not foresee a delay and felt that
some changes could be made to the existing resolution but, if Council requested
more scenarios it could delay the water rate process. Ms. Seng believed that the
change could be done without impacting Staff or the rate increases effective
date. Mr. Saletta indicated that the scenario had already been completed
reflecting the $77,000 difference.
-Commissioner Shapiro stated, if we can't have everything we want in the
Preferred Scenario, I would like to keep as much of it as we can in case the Base
Rate changes.
Ms. Seng stated that Staff was recommending the Preferred Scenario at this
time as the best option.
Commissioner Milkey agreed to wait until next year's Water Rate Analysis before
introducing new ideas to Council.
COMMISSION CONSENSUS
The Commission agreed to hold the resident's idea for next year's Rate Analysis
Report.
Mr. Saletta felt it was important to make the Commission aware of all public
comments in case any issues were raised with Council. Council may choose to
do nothing or act on the Preferred Scenario in terms of water rate increases. He
felt that the increases to the GPF, Service Fees and Tiered rates were a critical
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essential component for reclaimed water debt service.
-Commissioner 11/lilkey mentioned that Staff should be prepared to answer
questions about the capital improvements, incurring debt, future growth
plans and existing infrastructure improvements. Mr. Saletta clarified that all the
debt incurred from the WIFA Loan is for existing system improvements. Ms. Seng
also mentioned that all expansion related project improvements were paid
through existing impact fees.
-Commissioner Milkey thought it would be beneficial if someone from the
Commission attended the Public Hearing and make a statement to Council in
support of the proposed water rate increases. Chair Powell felt it was a good
point and asked who would be attending.
Commissioners Shapiro, Milkey, and Davis indicated that they would attend.
-Commissioner Tustison commented that one of the key questions raised by
Council was what were the key differences between the Preferred &Alternate
Scenarios. He explained the three major differences between both scenarios and
their estimated ending cash balances at the end of five years. There were no
further comments or questions, No action was required on this item.
Call to Audience: Ms. Barbara Malecki, Oro Valley resident & representative
Vistoso Village HOA Board asked if the gallons in each tier were going to change
in the proposed rate increase. Ms. Seng indicated that the usage in each tier
would not change.
Ms. Malecki asked if the Commission could assist in helping HOA's communicate
in sharing water conservation ideas, tracking water usage and saving water.
Chair Powell indicated that the Conservation Subcommittee members were
present and would take her suggestions into consideration.
3. TUCSON WATER WHEELING DISCUSSIONS (P. Saletta)
Discussion and/or possible action regarding the proposed
Intergovernmental Agreement regarding a joint Cost of Service Study for
wheeling CAP water through the Tucson Water System.
Click here for Item 3
Mr. Saletta reported the following:
Packet Information - Council Communication and Resolution regarding a Cost of
Service Study for wheeling of Oro Valley's CAP water through Tucson Water's
system. A suggested motion is also attached.
-Primary purpose of the Cost of Service Study is to provide a basis to determine
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which payments would be paid to Tucson Water for the wheeling of Oro Valley's
CAP water. The Commission has discussed this concept at previous meetings
and Oro Valley Water Utility is planning Council's approval at the November 18,
2009 meeting. A separate agreement for the actual wheeling of the water would
be presented to the Commission and Council at a later time.
-Oro Valley Water Cost Share would be approximately $20,000. Tasks would
include the development and review of the Scope of Services. The contract will
be administered by Tucson Water. This is an important first step in moving
forward with a short term agreement to acquire wet water instead of paper
water. Additional work regarding flow capacity, pressure, water quality and
system improvements will be made after the Cost of Service Study is complete.
Staff recommends that the Commission consider a motion to approve the Cost of
Service Study resolution for approval to Town Council.
Question and answer session occurred:
-How does the Cost of Service Study affect Oro Valley and how do the NW
Water Providers feel about this. (Chair Powell) Mr. Saletta explained that Metro
Water and Oro Valley agree in terms of wheeling of CAP water and Metro water
is participating in the proposed IGA. In addition, the other N.W. Water Providers,
Flowing Wells, and Marana. have been briefed. This is a short-term interim
agreement. Oro Valley and Metro have experienced greater water level
drops than the Town of Marana and Flowing Wells Water District.
Is there a time frame for the completion of the COS Study? (Commissioner
Milkey). Mr. Saletta indicated that it could take as long as 3-4 months.
-Does the COS Study include the cost of construction and the pipeline or is
it only associated with the costs for wheeling CAP water? (Commissioner
Reynolds). Mr. Saletta explained that those other expenses would have to be
treated independently from the COS Study. Mr. Ruiz and Mr. Jacklitch are
working on another study specifically for Oro Valley that is similar and addresses
those types of construction projects.
MOTION: A Motion was made by Commissioner Reynolds and
Seconded by Commissioner Milkey to recommend that the Town Council
approve the resolution regarding an Intergovernmental Agreement
Between the City of Tucson, Town of Oro Valley and Metropolitan
Domestic Water Improvement District for Joint Funding of a Cost of
Service Study for Wheeling Central Arizona Project Water.
MOTION carried, 6-0.
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4. UPDATE ON DISCUSSIONS REGARDING THE PURCHASE OF
GROUNDWATER EXTINGUISHMENT CREDITS (P. Saletta)
Discussion and/or possible action regarding a proposed agreement to
purchase ground water extinguishment credits.
Click here for Item
Mr. Saletta reported the following:
-Packet Information: Commission Communication and a draft Intergovernmental
Agreement to purchase groundwater extinguishment credits.
-Introduction: Vince Vasquez representative for Diamond Ventures, Rocking K
Holdings, LP and Rincon Valley Holdings, LP was in attendance.
Background: Oro Valley Water Utility proposes to purchase an additional 4,000 af
to increase its Groundwater Allowance Account balance. Mr. Saletta gave a brief
explanation on the use of Groundwater Extinguishment credits and how it helps
reduce Oro Valley's payments to the Central Arizona Groundwater replenishment
District (CAGRD). Oro Valley is proposing to purchase extinguishment credits
from Rocking K Holdings, LP and Rincon Valley Holdings, LP. He explained that
for every acre foot of groundwater extinguishment credits used in the
Groundwater Allowance Account will essentially be one less af the Town is
obligated to replace through CAGRD. However, there will always be a
minimum payment requirement to CAGRD.
-Proposed purchase of 4,000 acre-feet of groundwater extinguishment credits
should not exceed $540,000 at $135.00 per acre-foot. This is paper water not
wet water. If the Water Utility Commission supports this concept it will be
presented to Council on December 2 or in January depending on Council's
Agenda. Staff has provided the Commission with a suggested motion.
Question and answer session occurred.
-Since this is a one time purchase of 4,000 af will the 4,000 be applied to
CAGRD payments in the future? (Commissioner Milkey). Mr. Saletta explained
the Groundwater Allowance Account, the Arizona Department of Water
Resources conveyance process and transfers to Oro Valley Groundwater
Allowance Account. In addition, Mr. Saletta explained that this will increase the
GW Allowance Account balance and allow for a reduction in future payments to
CAGRD and a direct monetary savings to Oro Valley during the next 4 to 6 years.
-Do we have enough money to purchase the 4,000 acre-feet of groundwater
extinguishment credits? (Commissioner Milkey). Mr. Saletta indicated that the
purchase would come from the ending fund balance FY 2009-10 Budget - Cash
Reserves.
-Was this expenditure included in the budget? (Commissioner Tustison). Mr.
Saletta stated that it was not in the FY 2009-10 but would be paid from the
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Ending Cash Balance however it still needs Council's approval.
-Commissioner Shapiro supported staff and felt that using paper water instead of
monetary transactions was a good alternative.
-Commissioner Tustison was unclear about the total savings. Is it saving every
year for 4-5 years or is it a one time benefit? Mr. Saletta explained that for every
acre foot purchased Oro Valley would save an additional $100 - $150 acre-foot,
after we pay the initial $540,000.
-Commissioner Tustison asked, will the savings go back into the Enterprise Fund
ending balance over the next 4-5 years? Mr. Saletta explained that once the
money is taken out of the ending cash balance there would be lower payments
to CAGRD in future years and therefore less depletion to the Enterprise Fund
ending fund cash balance in subsequent years.
Mr. Saletta explained that Oro Valley has existing 4,000 acre feet of
extinguishment credits through Tucson Water by approving this purchase it
would increase Oro Valley's Groundwater Allowance Account to 8,000 acre feet.
Mr. Saletta indicated that even though there will be CAP water deliveries in the
future; the Groundwater Allowance Account balance would still be available for
the future.
Ms. Seng explained the extinguishment credit process and the Groundwater
Allowance Account. As long as these credits offset the groundwater pumping we
can minimize payments to CAGRD. If we deplete these credits then every drop
that is pumped must be paid to CAGRD. The Utility is trying to increase the
account because in the past there have been no recovery wells. This is a piece
of our water portfolio that will keep us from paying exorbitant amounts of money
to CAGRD.
Commissioner Milkey recommended having an outline projection of the ending
cash balance year by year in the Preferred Scenario before going to Council, to
assure there is ample cash balance in the Enterprise Fund. Mr. Saletta
mentioned they could run a scenario using extinguishment credits and that Staff
has already made some of those projections. If the Commission wishes Staff to
present this again in December or January they would do so.
Commissioner Milkey stated he was not suggesting that Staff wait, but was
simply making a statement that it would be clearer if a scenario was presented
and only wanted Staff's assurance on the yearly ending cash balance other than
that, he was prepared to move forward with the item.
Commissioner Tustison agreed with Mr. Milkey's statement and felt that the
ending cash balance scenario was a good idea before presenting it to Council.
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Mr. Saletta suggested setting up a Finance Subcommittee meeting before Town
Council's meeting December 2, 2009. Commissioner Tustison mentioned he
would be out of Town. Mr. Saletta will email the Commission the yearly ending
cash balance analysis. Ms. Seng also indicated that the use of the groundwater
extinguishment credits would be factored in the Water Rates Analysis Report
for next year.
Chair Powell stated there was a motion available for approval.
MOTION: A Motion was made by Commissioner Shapiro and Seconded
by Vice Chair Davis to move to recommend that Town Council approve
the agreement to purchase up to 4,000 acre-feet of groundwater
extinguishment credits with expenditure not to exceed $540,000 from the
FY 2009-10 Budget—Cash Reserves.
MOTION carried, 6-0.
5. UPDATE ON WIFA LOAN (P. Saletta) Discussion and/or
possible action regarding the status on the loan with the Arizona Water
Infrastructure Finance Authority.
Mr. Saletta gave the following update:
-The Town closed on the Arizona WIFA Loan October 23rd at a rate increase of
3.171% lower than anticipated, and all of the loan documents and disbursement
forms will be mailed. Mr. Saletta extended his appreciation to WIFA's Staff
especially Angie Valenzuela, Financial Consultant, Mark Reader of Stone &
Youngberg and Town Bond Counsel, Sarah Smith of Gust Rosenfeld. Staff
participants: Finance Director, Stacey Lemos, Town Attorney, Tobin Rosen,
Water Staff: S. Seng, D. Ruiz and B. Jacklitch. Mr. Saletta also thanked the
Commission and Council for supporting the Water Utility in moving forward with
the loan. It benefits our Community to obtain this low interest rate loan and to be
able to move forward with these existing system improvement projects.
There were no further comments, Mr. Saletta ended his report. No Action was
Required on this Item.
Chair Powell thanked Mr. Saletta and Staff for their work in executing the WIFA
Loan process.
6. TOWN COUNCIL MEETINGS/COMMUNICATIONS (Vice Mayor
Carter) Report on Council Liaison Assignments
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No report, Vice Mayor Carter was not present.
7. SUBCOMMITTEE/COMMISSIONER REPORTS
a. Finance Subcommittee (Chair Tustison)
Chair Tustison had no report.
b. Conservation Subcommittee (Chair Davis)
Chair Davis reported the following:
Discussion of water volunteers
-Comments from a citizen indicated that he would like to see more marketing of
water conservation and using volunteers to do audits, offer literature at different
events e.g. (Farmers Market).
-Provide power point presentations to HOA, Schools, etc.
-Discussed issues that would need to be evaluated with volunteers such as
qualifications, liabilities, overall cost, vehicles & liabilities etc.
-The Subcommittee will assess the need and appropriateness of a volunteer
program and prioritize potential tasks.
Discussion on the Drought Response Plan (DRP)
-Discussed water levels on Lake Meade/Powell and that water levels were down
100 feet.
-Discussed the need to:
1) Standardize where the climate data comes from
2) Clarify the "Actions" that are to be taken by customers as stated in the DRP
3) Evaluate additional triggers such as water consumption, delivery of reclaimed
water, and consider CAP water as an additional trigger
Discussion of Future Grant Funding
-Evaluate Bureau of Reclamation Grant (BOR). The Subcommittee will see if the
grant could be used in conjunction with other future projects (water conservation
or improvements). There are monies available but we must be able to match the
funding which could be an issue. Chair Davis suggested meeting with Mr. Saletta
to discuss this issue. Chair Davis ended his report.
Chair Powell thanked Commissioner Davis and Milkey for their participation and
doing such a superb job.
c. Renewable Water Resources Subcommittee (Chair Hoffmann)
No report, Chair Hoffmann was absent.
8. STAFF REPORTS
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a. Customer Service Report (S. Seng)
Ms. Seng reported the following on Meter Installation as of 10/31/09:
-Projected New Meter Installations FY 09-10: Projection = 60 Current Month =
20
-FY 09-10 Projected EDUs = 90 Actual = 22 Fiscal Year to date
-Current Meter installations CY 2009 = 63 -Last CY 2008 = 270
Ms. Seng ended her report.
b. Capital Projects (D. Ruiz)
Mr. Ruiz reported for Mr. Jacklitch.
-Innovation 16-inch Water Main Installation - Contract awarded to Arizona
Underground, Inc. To date, they have installed 500 feet of pipe. Completion: In 4
months
Replacement Well E-1 B- The re-drilling is complete. A structured wall was
installed to minimize the noise. -Geophysical testing is being performed to
determine the recommended gpm (gallons per minute) rate. The site and well
equipment design work is underway and scheduled for completion by January
2010. This well should be operational by May 2010.
La Canada 3.0MG Reservoir - Reservoir site location: Moore and King Air Drive.
Reservoir capacity 3.0 million gallons. The contract was awarded to MGC, Inc.
Issues regarding accessibility to the site are being resolved.
North 24-Inch Water Main Installation - Public bid opening November 6, 2009.
Therewere14 bidders on this project, the lowest bidder was out of Phoenix. The
bid came in half of the cost it was projected to be. Location: La Canada/Moore
Rd. intersection to King Air.
Design Projects
-Lambert Lane water main relocation. Brown and Caldwell consultants will be
putting together a cost proposal for the redesign on this project.
-Three pressure reducing valve station modifications. These stations will be built
above ground making it easier for accessibility.
-Sheraton Booster Redesign -Very old station in dire need of repair.
CAP Water Delivery and Distribution Study - Consultants, CH2MHill. An
important component is the distribution and implementation of CAP water from
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the City of Tucson. Staff has already reviewed this proposal and made some
modifications, the proposal will be available for Mr. Saletta's comments.
c. Potable and Reclaimed Water System Report (D. Ruiz)
Click here for Item C-1
Click here for Item C-2
October Reports
Operations Report Daily Demand = 8.0 million gallons (mgd)
Overall Reservoir Storage = 6-7.0 million gallons (mgd)
Reclaimed Water Report
-Daily Demand = 81.0 million gallons (mgd) Six end users -Yearly Grand Total
= 582.0 million gallons (mgd)
-Hilton El Conquistador South pond - Staff is currently working with Hilton El
Conquistador staff on the pond's conversion to reclaim water.
Mr. Ruiz ended his report.
d. CAWCD Update/Report (J. Peterson)
-Central Arizona Water Conservation District (CAWCD) —A meeting was held at
the El Conquistador Resort. Mr. Saletta thanked Commissioner Shapiro for
attending. Training credits will be received.
Mr. Saletta discussed some of the topics.
-NW Providers Reliability Reservoir - The Board supports moving forward with
the construction of this project. Major issues- Federal Government Funding
-Concept: The need to have CAWCD representatives from. Pima County (W.
Tenney, C. Zimmerman, P. Jacobs, S. Megdal) meet with the N.W. Water
Providers to discuss reliability issues.
-Packet: Letter from Carol L. Erwin & David Modeer dated 10.28.09 -Ref:
Northwest Reliability Reservoir.
-Navajo Generating Station -This is a coal powered plant which supplies 95% of
the power for CAP's pumping of project water. The Environmental Protection
Agency (EPA) is promulgating regulations for Nitrous Oxide (NOX) emissions.
CAP and CAWCD will be submitting comments to EPA on these methodologies.
If this methodology is passed by EPA the power costs to NGS will be significantly
high, currently CAWCD has 24% partnership in this plant and would ultimately
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have to pay for these higher rates.
Mr. Saletta ended his report.
9. DIRECTOR'S REPORT (P. Saletta)
a. Report on recent claim filed against the Water Utility
Mr. Saletta reported on claims filed against the Water Utility.
-Impact Fee Law: This law includes options for developers to claim credits
against impact fees, additionally credits can only be claimed for projects that
would be paid with funds from impact fees. Mr. Saletta explained the developer's
claim against the Water Utility and clarified that none of the developer's facilities
were in the Utility's infrastructure plans and would be paid for with impact fees.
The Utility went into partnership with the developer to oversize the reservoir and
paid its fair share. The developer is claiming impact fee credits on all of the
underground pipes, reservoir and pumping station that the developer needed to
install for its development. The Water Utility has denied the developer's request.
The developer has filed a formal claim against the Water Utility for approximately
$2.2 million.
Mr. Saletta emphasized that the Water Utility followed its standard operating
procedure and will not pay this claim.
Commissioner Milkey asked what sorts of projects would be paid by impact fees?
The Water Utility will only pay for facilities such as a new well, new source of
supply, new transmission line for a new development. These are the sorts of
projects included in our Development Impact Fees, smaller projects or
• developments for a specific development are not included.
Chair Powell suggested including this topic as an Agenda Item if the Commission
had further questions.
b. CAP ADD Water process
Mr. Saletta reported the following:
-CAP staff and interested water users and providers are in the process of looking
into acquiring additional water supply that can be delivered through the CAP
canal, pump station and facilities from the Colorado River. This is a long process
that may take a year. Mr. Saletta mentioned he was a SAWUA representative
and has been attending the CAP ADD Water meetings. One of the issues is that
CAP ADD Water deliveries must not interfere with existing CAP deliveries
and project costs.
c. Update on Northwest Water Providers discussions
Click here for Item C
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Packet— Discussed letter to CAWCD Board Director. OVWU Staff continues to
discuss and work on the IGA. The Town Manager's met today and discussed the
possibility of a Project Manager or Program Manager to assist with the technical,
environmental and land aspects of this project.
d. Upcoming Meetings
*December 14, 2009 Water Utility Commission Meeting - Mr. Safetta asked the
Commission whether or not to hold December's meeting.
-Chair Powell will be out of Town.
-Commissioner Shapiro will be in Town.
-Commissioner Tustison asked are there any important issues for December's
meeting or can they wait until January. Mr. Saletta did not think they were any
major issues.
-Commissioner Milkey suggested tentatively keeping the meeting date in case
there were any pressing issues raised by Council.
Commission Consensus: December 14th meeting should be tentative.
Mr. Saletta will call the Commission to confirm December's meeting.
11/18 - Council - Topic: Water Rates and Cost of Service Study IGA
12/2 - Council - Extinguishment Credits
12/10 -VolunteerAppreciation Dinner - Thursday, 6:00 p.m.
12/14 - WUC (Tentative)
FUTURE AGENDA - To be determined
CALL TO AUDIENCE - None
NEXT MEETING: December 14, 2009 (Tentative)
ADJOURNMENT
MOTION: A Motion was made by Commissioner Tustison and Seconded
by Commissioner Shapiro adjourn the meeting.
MOTION carried, 6-0.
Prepared by,
Iris L. Chaparro
Senior Office Specialist
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