HomeMy WebLinkAbout2009-08-13 - Board of Directors Meeting Minutes
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MINUTES OF THE
' YORBA LINDA WATER DISTRICT
BOARD OF DIRECTORS REGULAR MEETING
August 13, 2009
1. CALL TO ORDER
The August 13, 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. Summertield, 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 Lee Cory, Operations Manager
Ric Collett Diane Cyganik, Finance Director
' Annie Alexander, Executive Secretary
4. ADDITIONS/DELETIONS TO THE AGENDA
Mr. Vecchiarelli requested to remove Item No. 8.3. from the agenda as there was
no new progress to report. This item would be discussed at the Executive-
Administration-Organizational Committee meeting on August 17`h instead.
On a motion by Director Mills, seconded by Director Collett, the Board voted 5-0
to remove Item No. 8.3. from the agenda.
5. PUBLIC COMMENTS
None.
6. CONSENT CALENDAR
On a motion by Director Beverage, seconded by Director Mills, the Board voted
5-0 to approve the Consent Calendar. Director Beverage abstained from voting
on Check No. 52091 of Item No. 6.2. as the vendor was a source of income.
6.1. Minutes of the Regular Board of Directors Meeting Held July 23, 2009
Recommendation: That the Board of Directors approve the
minutes as presented.
' 6.2. Payment of Bills, Refunds, and Wire Transfers
Recommendation: That the Board of Directors ratify and authorize
disbursements in the amount of $3,446,034.58.
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6.3. Progress Payment No. 15 for the Highland Reservoir Replacement Project ,
Recommendation: That the Board of Directors approve Progress
Payment No. 15 in the net amount of $241,974.32 to Schuler
Engineering Corporation and 10% retention of $26,886.04
deposited to Citizens Business Bank escrow account for
construction of the Highland Reservoir Replacement Project, Job
No. 200309.
6.4. Terms and Conditions for Water Sewer Service with Dentino Properties
Recommendation: That the Board of Directors approve the Terms
and Conditions for Water and Sewer Service with Dentin
Properties, Job No. 200913.
6.5. Asset Management Plan
Recommendation: That the Board of Directors authorize execution
of a Professional Services Agreement with Carollo Engineers in the
amount of $112,000 to provide an Asset Management Plan for
water and sewer asset replacement.
6.6. Change Order to Well 12 Testing Contract
Recommendation: That the Board of Directors approve Change
Order No. 1 in the amount of $56,973.39 to provide and install a '
new water-tube pump, metal packer and the other appurtenances
and to extend the contract time by an additional 35 calendar days
for the extra work.
7. ACTION CALENDAR
7.1. Proposed Installation of Solar Panels on Spring View Reservoir
Mr. Conklin explained that staff had investigated the feasibility of installing
solar panels on District facilities to help offset the cost of energy. Studies
have indicated a payback on an investment within 10-15 years. Staff
solicited proposals from five providers to design and construct a pilot
system at the Spring View Reservoir. Three proposals were received.
Staff is recommending that the contract be awarded to the lowest bidder,
Akeena Solar, Inc. Mr. Conklin further explained that while the project
was not funded in the current budget, staff anticipates that savings from
other projects would cover the expense. Staff will apply for a state funded
rebate in order to lower the overall cost of the project. Mr. Conklin then
summarized the environmental benefits of the pilot system and responded
to questions from the Board.
Director Mills made a motion, seconded by Director Armstrong to
authorize the General Manager to execute a contract with Akeena Solar, '
Inc. in the amount of $227,489 to provide engineering design/build
services for the construction of a 30kW peak photovoltaic solar panel
installation for the Spring View Reservoir and Booster Pump Station site.
No vote was taken at this time.
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' Director Beverage questioned why the pilot system was to be installed at
the Spring View Reservoir and not at the District's Administration building.
The Board and staff then discussed the benefits of installing the pilot
project at the District's Administration building.
Director Beverage made a motion to install the pilot system at the District's
Administration building instead of the Spring View Reservoir. Motion
failed for lack of a second.
The Board then voted on the original motion made by Director Mills which
failed with the Board voting 2-3.
Director Beverage made a motion, seconded by Director Collett to instruct
staff to conduct a new study for installation of a pilot system at the
District's Administration building. Motion passed with the Board voting
5-0.
7.2. Employee-Employer Relations Between the District and Its Recognized
Employee Organizations
Mr. Vecchiarelli explained that the purpose of the resolution was to
establish guidelines for the negotiation process between the District and
its recognized employee organizations. The Personnel-Risk Management
' Committee first reviewed the resolution in November 2008 and again at its
meeting held August 10'". Mr. Vecchiarelli then responded to questions
from the Board.
On a motion by Director Beverage, seconded by Director Armstrong, the
Board voted 5-0 on a Roll Call to adopt Resolution 09-11 Implementing
Chapter 10, Division 4, Title 1 of the Government Code, State of
California, "Local Public Employee Organizations"
7.3. Resolution Authorizing Individuals to Establish Accounts and Sign District
Checks, and Amending Related Policies & Procedures
Mr. Vecchiarelli explained that with the resignation of Ms. Cyganik as the
Finance Director, this resolution would need to be updated. A revised
version of the resolution, including some minor modifications by the
District's legal counsel, was provided at the Board meeting. Mr.
Vecchiarelli then responded to questions from the Board regarding
procedures related to the review of invoices and payable checks by
Directors. Following discussion, the Board instructed staff to provide a
proposal regarding these procedures to the Finance-Accounting
Committee for consideration.
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On a motion by Director Collett, seconded by Director Beverage, the '
Board voted 5-0 on a Roll Call to adopt Resolution No. 09-12 as revised
by legal counsel, Amending the Policy of Individuals Authorized Establish
Accounts and Sign District Checks, Amending the Policy and Procedures
for the Use of an Automated Check Signing Machine, and Rescinding
Resolution No. 07-05.
7.4. Resolution Authorizing Individuals to Transfer Funds Via the Federal Wire
System
Mr. Vecchiarelli explained that this resolution was also in need of being
updated due to the resignation of Ms. Cyganik. A revised version of the
resolution, including some minor modifications by the District's legal
counsel, was provided at the Board meeting.
On a motion by Director Mills, seconded by Director Armstrong, the Board
voted 5-0 on a Roll Call to adopt Resolution 09-13 as revised by legal
counsel, Authorizing Individuals to Transfer Funds via the Federal Wire
System and Rescinding Resolution No. 08-15.
8. DISCUSSION ITEMS
8.1. Wells Capital Investment Report for the 4t' Quarter of FY 2008/09 ,
Keith Khorey of Wells Capital Management reviewed the District's
Investment Performance Summary Report as provided in the agenda
packets. Mr. Khorey also commented on Wells' current investment
strategy for the District and responded to questions from the Board.
8.2. 2009 Water Rate Report
Mr. Vecchiarelli reported that less than 25 written protests against the
proposed water rate increase had been received to date. Two of the
protests were in the form of a petition. Mr. Vecchiarelli then provided a
PowerPoint presentation summarizing information to be included in the
2009 Water Rate Report.
8.3. Annexation to OCWD
This item was removed from the agenda.
9. REPORTS. INFORMATION ITEMS AND COMMENTS
9.1. President's Report
None.
A brief recess was called at 10:40 a.m. The meeting was reconvened at 10:45 a.m.
9.2. Directors' Reports '
Director Collett commented on the progress of the zone reconfiguration
project and suggested some improvements for the construction company.
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' 9.3. General Manager's Report
Mr. Vecchiarelli reported that the District loaned the City of Yorba Linda
two LED signs to assist with their coyote awareness program. Permanent
signs identifying the status of the community's water conservation efforts
were almost complete. Staff is working with the City of Yorba Linda to
identify locations for installation of these signs.
9.4. Future Agenda Items and Staff Tasks
None.
10. COMMITTEE REPORTS
10.1. Executive-Administrative-Organizational Committee
(Summerfield/Mills) Alternate: Collett
Meeting scheduled for August 18, 4:00 p.m. has been rescheduled to
August 17, 4:00 p.m.
10.2. Finance-Accounting Committee
(Beverage/Summerfield) Alternate: Mills
Minutes of the meeting held August 11 were provided at the meeting.
' Directors Beverage and Summerfield attended. Items discussed during
the meeting were as follows: Monthly Financial Statements and
Investment Report for June 2009; Monthly Portfolio Reports for July 1009;
and Cash Out Audit for Finance Director.
Meeting scheduled for September 8, 4:00 p.m.
10.3. Personnel-Risk Management Committee
(Armstrong/Collett) Alternate: Summerfield
Minutes of the meeting held August 10 were provided at the meeting.
Directors Armstrong and Summerfield attended. Items discussed during
the meeting were as follows: Employee-Employer Relations between the
District and its recognized Employee Organizations; and status of
recruitments and risk management activities.
Meeting scheduled for September 14, 4:00 p.m.
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10.4. Planning-Engineering-Operations Committee '
(Mills/Armstrong) Alternate: Beverage
Minutes of the meeting held August 6 were provided in the agenda packet.
Directors Mills and Armstrong attended. Items discussed during the
meeting were as follows: proposed Casino Ridge Project; Terms and
Conditions for water and sewer service with Dentino Properties;
preparation of an Asset Management Plan; proposed installation of solar
panels on Spring View Reservoir; proposed Change Order to Well 12
testing contract; completion of construction of Bastanchury 18" and 36"
water mains; monthly groundwater production, purchased water and
preventative maintenance program reports; monthly MWDOC Managers
and OC Groundwater Producers meeting summary reports; and status of
capital projects in progress.
Meeting scheduled for September 3, 4:00 p.m.
10.5. Public Information-Technology Committee
(Collett/Beverage) Alternate: Armstrong
Minutes of the meeting held August 4 were provided in the agenda packet.
Director Beverage attended. Items discussed during the meeting were as
follows: August and September 2009 bill inserts; request from City of
Yorba Linda to include bill insert regarding coyotes with September bills;
update on City of Buena Park's usage of the District's water conservation
ordinance trifold brochure; water conservation ordinance permanent
signage; water usage and conservation for July 2009; upcoming public
events; and Summer 2009 newsletter.
Meeting scheduled for September 1, 4:00 p.m.
10.6. City of Placentia Ad Hoc Committee
(BeverageNecch is rell i)
Meeting scheduled for September 17, 4:00 p.m.
10.7. MWDOC/OCWD Ad Hoc Committee
(Mills/Collett) Altemate: Summerffeld
Meeting scheduled for September 22, 4:00 p.m.
10.8. Revenues and Rates Ad Hoc Committee
(Collett/Mills)
Meeting to be scheduled. '
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' 10.9. Citizens Advisory Committee
Minutes of the meeting held August 3 were provided at the meeting. Items
discussed during the meeting were as follows: lead and copper sampling;
water rate increase; sewer rate update; water conservation ordinance
progress report; OC Grand Jury reports; and the OC Groundwater
Replenishment System Tour.
Meeting scheduled for August 24, 8:30 a.m.
11. INTERGOVERNMENTAL MEETINGS
11.1. Yorba Linda Planning Commission, July 29 (Collett)
Director Collett did not attend.
11.2. Yorba Linda City Council, August 4 (Mills)
Director Mills attended and commented on the sewer maintenance charge
rate adjustment and coyote education signage which were addressed
during the meeting.
11.3. MWDOC/MWD Workshop, August 5 (Staff)
Staff did not attend.
11.4. OCWD Board, August 5 (Staff)
Staff did not attend.
11.5. Yorba Linda Planning Commission, August 12 (Collett)
Director Collett did not attend.
12. BOARD OF DIRECTORS ACTIVITY CALENDAR
12.1. Meetings from August 14 thru September 30, 2009
The Board reviewed the listed meetings with no changes.
13. CONFERENCES AND SEMINARS
13.1. California Water Challenge Presentation - August 20, 2009
Assembly Select Committee Hearing - August 21, 2009
On a motion by Director Collett, seconded by Director Beverage, the
Board voted 5-0 to authorize Directors and such staff members of the
District as approved by the General Manager to attend the California
' Water Challenge Presentation. There was no interest in the attending the
Assembly Select Committee Hearing.
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14. ADJOURNMENT '
14.1. The meeting was adjourned at 11:24 a.m. The next regular meeting of the
Board of Directors will be held August 27, 2009 at 8:30 a.m.
On Vecchiarelli
Board Secretary
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