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HomeMy WebLinkAbout2009-07-09 - Board of Directors Meeting Minutes 2009-096 MINUTES OF THE ' YORBA LINDA WATER DISTRICT BOARD OF DIRECTORS REGULAR MEETING July 9, 2009 1. CALL TO ORDER The July 9, 2009 regular meeting of the Yorba Linda Water District Board of Directors was called to order by President Summerfield at 8:30 a.m. The meeting was held at the District's Administrative Office at 1717 E Miraloma Ave, Placentia CA 92870. 2. PLEDGE OF ALLEGIANCE 3. ROLL CALL DIRECTORS PRESENT STAFF PRESENT John W. Summerfield, President Ken Vecchiarelli, General Manager William R. Mills, Vice President Pat Grady, Asst General Manager Paul R. Armstrong Steve Conklin, Engineering Manager Michael J. Beverage Diane Cyganik, Finance Director Ric Collett Gina Knight, Human Resources Mgr ' Annie Alexander, Executive Secretary 4. ADDITIONS/DELETIONS TO THE AGENDA None. 5. PUBLIC COMMENTS None. 6. CONSENT CALENDAR On a motion by Director Collett, seconded by Director Armstrong, the Board voted 5-0 to approve the Consent Calendar. 6.1. Minutes of the Regular Board of Directors Meeting Held June 25, 2009 Recommendation: That the Board of Directors approve the minutes as presented. 6.2. Minutes of the Board of Directors Workshop Meeting Held July 1, 2009 Recommendation: That the Board of Directors approve the minutes as presented. 6.3. Payment of Bills, Refunds, and Wire Transfers Recommendation: That the Board of Directors ratify and authorize disbursements in the amount of $708,472.32. 2009-097 6.4. Progress Payment No. 14 for the Highland Reservoir Replacement Project Recommendation: That the Board of Directors approve Progress ' Payment No. 14 in the net amount of $119,942.06 to Schuler Engineering Corporation and 10% retention of $13,326.90 deposited to Citizens Business Bank escrow account for construction of the Highland Reservoir Replacement Project, Job No. 200309. 6.5. Terms and Conditions for Water and Sewer Service with St. Joseph Health System Recommendation: That the Board of Directors approve the Terms and Conditions for Water and Sewer Service with St. Joseph Health System, Job No. 200910. 7. ACTION CALENDAR 7.1. Final Progress Payment No. 25 for the Lakeview Reservoir Project Mr. Conklin introduced the item and stated that construction for the project was now complete. Director Armstrong asked regarding the status of landscaping for the project. Mr. Conklin stated that options for landscaping would be brought to the Planning-Engineering-Operations Committee for consideration. On a motion by Director Mills, seconded by Director Armstrong, the Board ' voted 5-0 to approve Final Progress Payment No. 25 in the net amount of $57,635.09 to SSC Construction, Inc. and 5% retention of $3,033.44 deposited to City National Bank Escrow Account; authorize staff to file the Notice of Completion and release the retention thirty five days following recordation if no liens have been filed; release the Labor and Material Bond; and release the Faithful Performance Bond in one year if no defects have been found for the Lakeview Reservoir Project, Job No. 200704. 7.2. Award Construction Contract for Lakeview Sewer Lift Station Rehabilitation Project Mr. Conklin introduced the item and stated that 11 bids had been received for the construction project. A bid tabulation sheet was included in the agenda packet. The lowest bid was received from Schuler Engineering Corporation for $132,087. On a motion by Director Armstrong, seconded by Director Mills, the Board voted 5-0 to authorize the President and Secretary to execute a construction agreement between Schuler Engineering Corporation and the Yorba Linda Water District for the Lakeview Sewer Lift Station Rehabilitation Project in the amount of $132,087, subject to the approval as to form by General Counsel. ' 2 2009-098 7.3. Award Engineering Services for the Highland Booster Pump Station ' Replacement Project Mr. Conklin introduced the item and explained that this project would help increase groundwater production within the District. Staff solicited bids from 6 engineering firms, however, only 4 were received. Director Mills stated that his son was currently employed by MWH and that he didn't believe it would be considered a conflict of interest for him to vote on this item. Director Mills further stated that neither he nor his son would receive any compensation should the District award this contract to MWH. Director Beverage made a motion, seconded by Director Collett to authorize the President and Secretary to execute a Professional Services Agreement with MWH, in the amount not to exceed $469,593, to provide Engineering Design and Construction Phase Services for the Highland Booster Pump Station Replacement Project. Mr. Conklin and Mr. Vecchiarelli then responded to questions from the Board regarding the reason why staff did not recommend awarding the contract to Tetra Tech, the firm with the lowest cost proposal. Mr. Vecchiarelli also responded to questions from the Board regarding the property, building site and related easements with the City of Yorba Linda for the Palm Avenue Booster Pump Station. This project is another facility critical for transporting groundwater throughout the District and is identified ' in the Five Year Capital Improvement Project Plan. The motion passed with the Board voting 5-0. 8. DISCUSSION ITEMS 8.1. 2009 Water Rate Report Mr. Vecchiarelli stated that the notice of public hearing to consider the 2009 Water Rate Report would be provided to the printer within the next few days. The printed notices will be mailed to District customers the following week. 8.2. Status of Hidden Hills Reservoir Project Mr. Conklin reported that the heavy excavation work for the project had been completed. Construction work will now begin on the substructure of the reservoir and related pipelines. Mr. Conklin then responded to questions from the Board regarding mitigation measures being taken to preserve the native vegetation. 9. REPORTS. INFORMATION ITEMS AND COMMENTS ' 9.1. President's Report No report was given. 9.2. Directors' Reports No reports were given. 3 2009-099 9.3. General Manager's Report Mr. Vecchiarelli reported that this was the first week of the water ' conservation ordinance being in effect. Mr. Vecchiarelli noted that most of the community was taking the ordinance seriously and that as of July 1St water demands were down 20%. This may also be in part due to the cooler weather. Staff will continue to update the community with its progress using strategically placed message boards. Mr. Vecchiarelli then commended staff on their customer service efforts related to the ordinance. 9.4. General Counsel's Report No report was given as Mr. Kidman was not in attendance. 9.5. Future Agenda Items and Staff Tasks None. 10. COMMITTEE REPORTS 10.1. Executive-Administrative-Organizational Committee (Summerfield/Mills) Alternate: Collett Meeting scheduled for July 21, 4:00 p.m. 10.2. Finance-Accounting Committee ' (Beverage/Summerfield) Alternate: Mills Meeting scheduled for July 14, 4:00 p.m. 10.3. Personnel-Risk Management Committee (Armstrong/Collett) Alternate: Surnmerfield Meeting scheduled for July 13, 4:00 p.m. 10.4. Planning-Engineering-Operations Committee (Mills/Armstrong) Alternate: Beverage Minutes of the meeting held July 2 were provided in the agenda packet. Directors Mills and Armstrong attended. Items discussed during the meeting were as follows: award engineering services for the Highland Booster Pump Station Replacement Project; award of construction contract for Lakeview Sewer Lift Station Rehabilitation Project; potential recycled water project; June monthly and FY 2008/09 final groundwater production and purchased water report; monthly preventative maintenance program report; monthly MWDOC Managers and OC Groundwater Producers meetings summary reports; status of proposed Casino Ridge ' Project; and status of capital projects in progress. Meeting scheduled for August 6, 4:00 p.m. 4 2009-100 10.5. Public Information-Technology Committee ' (Collett/Beverage) Alternate: Armstrong Minutes of the meeting held July 7 were provided at the meeting. Directors Collett and Beverage attended. Items discussed during the meeting were as follows: notice of public hearing to consider 2009 Water Rate Report; water conservation ordinance table tents; Spanish translation of water conservation ordinance trifold brochure; July 2009 bill insert regarding water conservation Stage 2; OC Register advertisement, permanent signage and PYLUSD reverse call message regarding water conservation ordinance; letter to HOA's regarding assigned watering schedule; final version of MWDOC/YLWD truck magnets regarding water conservation; and 2009/10 promotional products. Meeting scheduled for August 4, 4:00 p.m. 10.6. MWDOC/OCWD Ad Hoc Committee (Mills/Collett) Alternate: Summerfie/d Meeting scheduled for July 28, 4:00 p.m. 10.7. City of Placentia Ad Hoc Committee (Beverage/Vecchiarelli) ' Meeting to be scheduled. 10.8. Citizens Advisory Committee Minutes of the meeting held June 29 were provided in the agenda packet. Items discussed during the meeting were as follows: MWD/OCWD/YLWD tours; public information items related to water conservation ordinance; water conservation ordinance enforcement; notice of water rate increase; OC Grand Jury reports; and status of the capital improvement program. Meeting scheduled for July 27, 8:30 a.m. 10.9. Revenues and Rates Ad Hoc Committee (Collett/Mills) Mr. Vecchiarelli requested that the Committee consider scheduling a meeting to discuss the draft 2009 Water Rate Report. Following discussion, a meeting was scheduled for July 16, 4:00 p.m. This has since been rescheduled to July 20, 10:00 a.m. INTERGOVERNMENTAL MEETINGS 11.1. MWDOC/MWD Workshop, July 1 (Staff) Staff did not attend. 5 2009-101 11.2. OCWD Board, July 1 (Staff) Staff did not attend. , 11.3. Yorba Linda City Council, July 7 (Mills) Director Mills attended and noted that Mr. Lindon Baker, a member of the District's Citizen Advisory Committee, spoke during the public comments section of the meeting regarding the importance of water conservation. Director Beverage asked if Mr. Baker had spoken as an individual or on behalf of the District. Yorba Linda City Council Member Nancy Rikel clarified that Mr. Baker had spoke as an individual and not as a District representative and that his comments were very informative. Council Member Rikel further stated that the Fullerton Arboretum had also provided the City Council with a presentation regarding water friendly landscaping at the meeting. Mr. Vecchiarelli then noted that the District had budgeted a partnership with the Fullerton Arboretum during this fiscal year to provide educational classes regarding water conservation. Information regarding these classes will be provided to the public once they have been scheduled. 12. BOARD OF DIRECTORS ACTIVITY CALENDAR 12.1. Meetings from July 10, 2009 thru August 31, 2009 The Board reviewed the listed meetings with no changes. ' 13. ADJOURNMENT 13.1. On a motion by Director Beverage, seconded by Director Mills, the meeting was adjourned at 9:13 a.m. The next regular meeting of the Board of Directors will be held July 23, 2009 at 8:30 a.m. Pat Grady Assistant and ecretary 6