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HomeMy WebLinkAbout2009-12-23 - Board of Directors Meeting Minutes 2009-194 ' MINUTES OF THE YORBA LINDA WATER DISTRICT BOARD OF DIRECTORS REGULAR MEETING December 23, 2009 1. CALL TO ORDER The December 23, 2009 regular meeting of the Yorba Linda Water District Board of Directors was called to order by President Mills at 8:32 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 William R. Mills, President Ken Vecchiarelli, General Manager Michael J Beverage, Vice President Steve Conklin, Engineering Manager Paul R. Armstrong Lee Cory, Operations Manager Ric Collett Gina Knight, HR Manager ' John W Summerfield Cindy Navaroli, Interim Finance Director 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 Director Collett abstained from voting on Check No. 53127 of Item No. 6.2. as he has a financial consideration with the vendor 6.1. Minutes of the Regular Board of Directors Meeting Held December 10, 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 $1,455,348.03. 1 2009-195 6.3. Final Progress Payment 5 and Notice of Completion for the Lakeview ' Sewer Lift Station Rehabilitation Project Recommendation. That the Board of Directors approve Final Progress Payment No. 5 in the net amount of $42,57180 to Schuler Engineering Corporation; 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 in the Lakeview Sewer Lift Station Rehabilitation Project, Job No. 200905. 6.4. Progress Payment No. 6 for the Zone Reconfiguration Project Recommendation. That the Board of Directors approve Progress Payment No. 6 in the net amount of $72,423.63 to Ken Thompson, Inc. for construction of the Zone Reconfiguration Project, Job No. 200710. 6.5. Progress Payment No. 7 for Construction of the Hidden Hills Reservoir Project Recommendation. That the Board of Directors approve Progress , Payment No. 7 in the net amount of $223,690.05 to Pacific Hydrotech Corporation for construction of the Hidden Hills Reservoir Project, Job No. 200028. 6.6. Change Order No. 1 for the Zone Reconfiguration Project Recommendation. That the Board of Directors approve Change Order No. 1 in the amount of $75,02739, with the addition of 7 calendar days to Ken Thompson, Inc. for construction of the Zone Reconfiguration Project, Job No. 200710. 6.7. Sewer Master Plan Update Recommendation. That the Board of Directors authorize execution of a Professional Services Agreement with IDModeling in the amount of $300,210 to provide a Sewer Master Plan Update. 6.8. Quarterly Investment Report for June 2009 Recommendation. That the Board of Directors receive and file the investment report for the quarter ending June 30, 2009. ' 2 2009-196 ' 6.9. Quarterly Investment Report for July 2009 - September 2009 Recommendation. That the Board of Directors receive and file the investment report for the quarter ending September 30, 2009. 7. ACTION CALENDAR 7.1. Board of Directors Committee Assignments President Mills presented his recommendations for Committee assignments to the Board. The Board then reviewed the recommendations and discussed the need for alternates and regularly scheduled meeting dates and times. Following discussion, the Board agreed to continue assigning alternates to each committee and meeting at regularly scheduled dates and times. The Board also requested staff to provide agenda packets to committee alternates for review On a motion by Director Beverage, seconded by Director Summerfie/d, the Board voted 5-0 to approve the following committee assignments and meeting times for the upcoming calendar year- COMMITTEE ASSIGNMENTS Executive-Administrative-Organizational Committee Director Mills, Chair Director Beverage Director Collett, Alternate (Meets Monthly on 3`d Tuesday at 4,00 p.m.) Finance-Accounting Committee Director Summerfield, Chair Director Collett Director Mills, Alternate (Meets Monthly on 2nd Monday at 4.00 p.m.) Personnel-Risk Management Committee Director Collett, Chair Director Armstrong Director Summerfie/d, Alternate (Meets Monthly on 2nd Tuesday at 4.00 p.m.) 3 2009-197 Planning-Engineering-Operations Committee ' Director Mills, Chair Director SummerField Director Beverage, Alternate (Meets Monthly on 1gt Thursday at 4.00 p.m.) Public-Information-Technology Committee Director Beverage, Chair Director Armstrong Director Summerfield, A/temate (Meets Monthly on 1st Tuesday at 4.00 p.m.) AD HOC COMMITTEE ASSIGNMENTS City of Placentia Ad Hoc Committee Director Beverage (Meets As Needed) City of Yorba Linda Ad Hoc Committee None (Temporarily Discontinued) MWDOC/OCWD Ad Hoc Committee ' Director Mills Director Beverage Director Collett, A/temate (Meets Bi-Monthly on 4th Tuesday at 4:00 p.m.) OTHER COMMITTEE ASSIGNMENTS Citizens Advisory Committee Directors will rotate their attendance at each meeting. (Meets Monthly on 4th Monday at 8:30 a.m.) 4 2009-198 ' INTERGOVERNMENTAL MEETING ASSIGNMENTS Placentia City Council None Placentia Planning Commission None Yorba Linda City Council Director Mills / Director Summerfield Yorba Linda Planning Commission Director Collett / Director Armstrong ACWA/JPIA ACWA Region 10 Director Mills / Director Armstrong None ISDOC LAFCO Director Mills Director Beverage MWD MWDOC ' None None OCWD WACO None Director Mills 8. REPORTS. INFORMATION ITEMS AND COMMENTS 8.1. President's Report President Mills announced that he had recently welcomed a new grandchild to his family 8.2. Directors' Reports Director Collett wished everyone a Merry Christmas. Director Armstrong thanked everyone for their support and willingness to fill in for him when he hasn't been available. President Summerfield wished everyone Happy Holidays. • CRWUA Conference - December 9-11, 2009 (Beverage) Director Beverage reported on his attendance at this conference which focused primarily on the effects of climate change. ' 8.3. General Manager's Report Mr Vecchiarelli expressed his appreciation for the Board's support during the previous challenging year 5 2009-199 8.4. Future Agenda Items and Staff Tasks ' None. 9. COMMITTEE REPORTS 9.1. Executive-Administrative-Organizational Committee (Mills/Beverage) Alternate. Collett Minutes of the meeting held December 14, 2009 were provided in the agenda packet. Directors Mills and Beverage attended. Matters discussed during the meeting were as follows. Ethics Policy; 2009 Summary of Committee Activities; 2010 Goals and Objectives; Board of Directors Committee Assignments; Customer Correspondence: Records Retention Policy; Citizens Advisory Committee Membership; OCWD Annexation; City of Yorba Linda and City of Placentia Sewers; Final Report on 2009 Legislative Bills; General Counsel's Monthly Summary Billing Report. Mr Vecchiarelli reported that OCWD had issued the District a permit for construction of Well 20 to be located near Well 11 on Richfield Road. Meeting scheduled January 19, 2010 at 4.00 p.m. 9.2. Finance-Accounting Committee ' (Summerfield/Collett) Alternate. Mills Meeting scheduled January 11, 2010 at 4:00 p.m. 9.3. Planning-Engineering-Operations Committee (Mills/Summerfield) Alternate. Beverage Meeting scheduled January 7, 2010 at 4,00 p.m. 9.4. Public Information-Technology Committee (Beverage/Armstrong) Alternate. Summer field Meeting scheduled January 5, 2010 at 4.00 p.m. 9.5. Personnel-Risk Management Committee (Collett/Armstrong) Alternate. Summerfield Meeting scheduled December 14, 2009 at 4:00 p.m. was cancelled. Meeting scheduled January 12, 2010 at 4:00 p.m. , 6 I 2009-200 ' 9.6. MWDOC/OCWD Ad Hoc Committee (Mills/Beverage) Alternate. Collett Meeting scheduled January 26, 2010 at 4.00 p.m. 9.7. Citizens Advisory Committee (Directors Rotate Attendance) Meeting scheduled December 28, 2009 at 8:30 a.m. has been cancelled. Meeting scheduled January 25, 2010 at 8:30 a.m. (Mills) 10. INTERGOVERNMENTAL MEETINGS 10.1. YL City Council - December 15, 2009 (Collett) Director Collett attended and commented on an RFP for a new Cultural Arts Center which was discussed during the meeting. 10.2. MWDOC Board - December 16, 2009 (Staff) Staff did not attend. ' 10.3 OCWD Board - December 16, 2009 (Staff) Staff did not attend. 11. BOARD OF DIRECTORS ACTIVITY CALENDAR 11.1. Meetings from January 1, 2010 - January 31, 2010 The Board reviewed the listed meetings noting changes made due to new committee assignments. Director Armstrong will attend the Yorba Linda Planning Commission meeting on January 13, 2010 and Director Collett will attend the same meeting on January 27, 2010 Mr. Vecchiarelli stated that staff would provide the Board with an updated calendar shortly 12. CONFERENCES AND SEMINARS 12.1. Water Inspections Tours Water Resource Tour - January 15, 2010 A.D Edmonston Pumping Plant- January 29, 2010 Diamond Valley Lake - February 5, 2010 Director Mills expressed interest in attending the Diamond Valley Lake tour if it was possible to join and leave the tour at OCWD field offices ' instead of in Fountain Valley Staff will contact MWDOC to see if this option could be made available. 7 2009-201 12.2 ACWA DC Conference - February 23-25, 2010 Director Mills expressed interest in attending this conference if needed. On a motion by Director Summerfield, seconded by Director Collett, the Board voted 5-0 to authorize Directors and such staff members of the District as approved by the General Manager to attend the ACWi4 DC Conference. Director Collett stated that he would not be in attendance at the Board meeting on February 25, 2010. 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 Water inspection Tours as listed in Item No. 12.1. A brief recess was declared at 9:24 a.m. The meeting reconvened at 9:29 a.m. 13. CLOSED SESSION The meeting was adjourned to Closed Session at 9:30 a.m. All Directors were ' present. 13.1. Public Employee Performance Evaluation Pursuant to Section 54957 of the California Government Code Title: General Manager The Board reconvened in Open Session at 10:00 a.m. President Mills announced that no action was taken during Closed Session that was required to be reported under the Brown Act. 14. ADJOURNMENT 14.1. The meeting was adjourned at 10:00 a.m. The next regular meeting of the Board of Directors will be held January 14, 2010 at 8:30 a.m. Ken Vecchiarelli Board Secretary , 8