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HomeMy WebLinkAbout2008-11-26 - Board of Directors Meeting Minutes2008-187 MINUTES OF THE YORBA LINDA WATER DISTRICT BOARD OF DIRECTORS REGULAR MEETING November 26, 2008 The November 26, 2008 regular meeting of the Yorba Linda Water District Board of Directors was called to order by President Summerfield at 8:33 a.m. The meeting was held at the District's offices at 1717 E. Miraloma Avenue, Placentia, CA. DIRECTORS PRESENT AT ROLL CALL John W. Summerfield, President William R. Mills, Vice President Paul R. Armstrong Ric Collett Michael J. Beverage STAFF PRESENT Michael A. Payne, General Manager Kenneth R. Vecchiarelli, Asst. G.M. Arthur G. Kidman, General Counsel Lee Cory, Operations Manager Pat Grady, IT Director Gina Knight, Human Resources Manager Sandi Van Etten, Senior Accountant Stacy Bavol, Customer Service Supervisor Nichole Dalton, Meter Reader II Cindy Botts, Assistant Administrator I Annie Alexander, Executive Secretary INTRODUCTION OF VISITORS AND PUBLIC COMMENTS Assistant General Manager Vecchiarelli introduced Jim Wohlt, President of the East Lake Village Home Owners Association. Mr. Wohlt addressed the Board regarding the status of the District's reconfiguration project which will help mediate the water pressure issues within the development. Assistant General Manager Vecchiarelli then responded to questions from the Board and Mr. Wohlt and stated that the project was on track and the design nearly completed. President Summerfield then introduced the following visitors: Linda Bauermeister, Attorney Brett Barbre, Director Laer Pearce, President Mark Abramowitz, President Barber & Bauermeister MWDOC Laer Pearce & Associates Community Environmental Services SPECIAL RECOGNITION Customer Service Supervisor Bavol introduced Nichole Dalton, recently promoted to Meter Reader ll. General Manager Payne stated that Ms. Dalton had worked at the local assistance center during the previous weekend. ADJOURN TO CLOSED SESSION On a motion by Director Mills, seconded by Director Collett the Board entered into Closed Session at 8:40 a.m. All Directors were present. Also present were General Manager Payne, Assistant General Manager Vecchiarelli, and Ms. Bauermeister. 2008-188 13. Conference with Legal Counsel - Anticipated Litigation Significant Exposure to Litigation Pursuant to Subdivision (b)(1)(b) of Section 54956.9 of the California Government Code Number of Potential Cases: Unknown The exposure to litigation arises from assertions of District responsibility for property and related losses incurred during the "Freeway Complex" firestorm of November 15 and 16, 2008. CLOSED SESSION REPORT The Board reconvened in Open Session at 9:53 a.m. There were no reportable items from the Closed Session. CONSENT CALENDAR Director Mills questioned Check No. 50439 of Item 4. Assistant General Manager Vecchiarelli explained the purpose of the payment made to the City of Placentia. On a motion by Director Armstrong, seconded by Director Mills, the Board voted 5-0 to approve the Consent Calendar with Director Collett abstaining from voting on Check No. 50480 of Item 4 as he had a relationship with the business. 1. Minutes of the Regular Board of Directors meeting held November 12, 2008 2. Minutes of the Special Board of Directors meeting held November 18, 2008 3. Minutes of the Special Board of Directors meeting held November 19, 2008 4. Payment of Bills, Refunds, and Wire Transfers 5. Investment Report for Quarter Ending September 30, 2008 ACTION ITEMS 6. Approve Resolution No. 08-13 Setting Time and Place for all Regular Meetings and Manner to Call Special Meetings Assistant General Manager Vecchiarelli reported that the Executive- Administrative-Organizational Committee had reviewed the Resolution and discussed recommending to the Board to hold the first regular meeting of each month in the evening. Following discussion, it was the consensus of the Board to approve the Resolution as presented and to adjourn to an evening meeting time as needed. On a motion by Director Beverage, seconded by Director Summerfield, the Board voted 5-0 to approve Resolution No. 08-13 Setting Time and Place for all Regular Meetings and rescinding Resolution No. 90-41. 2 2008-189 7. Designate Director Mills as Voting Delegate for the ACWA Fall Conference General Membership Session On a motion by Director Collett, seconded by Director Armstrong, the Board voted 5-0 to designate Director Mills as the voting delegate for the ACWA Fall Conference General Membership Session. 7a. Request to Add Item to Agenda Assistant General Manager Vecchiarelli requested to add Approval of Resolution No. 08-14 (Item No. 7b.) to the agenda as there was a need for immediate action and that the need for action came to the attention of staff subsequent to the agenda being posted. On a motion by Director Mills, seconded by Director Collett, the Board voted 5-0 to add approval of Resolution No. 08-14 (Item No. 7b) to the agenda. 7b. Approve Resolution No. 08-14 Designating Agents to Provide to the State Office of Emergency Services for all Matters Pertaining to State Disaster Assistance For and In Behalf of the Yorba Linda Water District On a motion by Director Collett, seconded by Director Mills, the Board voted 5-0 to approve Resolution No. 08-14 Designating Agents to Provide to the State Office of Emergency Services for all Matters Pertaining to State Disaster Assistance For and In Behalf of the Yorba Linda Water District. DISCUSSION ITEMS 8. Status of District Facilities, Distribution System and Community Outreach Efforts Related to Firestorm Event Assistant General Manager Vecchiarelli provided a brief overview of events related to the recent firestorm. The boil water notice for the Hidden Hills Estates was lifted on November 20, 2008. A reverse 911 system was used to disseminate this message to all District residents. A total of 13,400 calls were confirmed to have been received. The light board at the estate entrance has been updated as well. Staff also began working with the City of Yorba Linda early in the week to help prepare against possible mudslides with the coming rains. Mr. Wohlt addressed the Board and stated that he felt all notices to the public related to the firestorm be given by District management rather than a public relations firm. Mr. Pearce addressed the Board and explained that due to the overwhelming number of calls the District was receiving during and after the firestorm event, staff was unable to respond to them all. Since that time, Assistant General Manager Vecchiarelli has served as the District's primary spokesperson. 3 2008-190 9. a. President's Report President Summerfield did not have anything to report. b. Directors' Reports Director Armstrong questioned when the action reports from the fire and police departments would be made available. Assistant General Manager Vecchiarelli stated that these reports would be presented to the Yorba Linda City Council within the next week or so. C. Assistant General Manager Vecchiarelli thanked the Board for their help and support associated with the firestorm event. Mr. Vecchiarelli also commended staff for their related efforts. d. General Counsel's Report General Counsel Kidman reported that the District had received some questions regarding the special meetings held the previous week. Mr. Kidman explained that it is acceptable for the Board to request individuals making public comments to identify themselves or complete a request to speak form. This practice is not improper although if an individual wishing to address the Board did not want to release their name for personal reasons, it is not required. Mr. Kidman also stated that the special meeting called on November 18, 2008 was called on too short notice to meet the 24 hour posting requirements as required by the Ralph M. Brown Act. Staff and legal counsel made the decision to proceed with the special meeting as an emergency meeting could not be called. Notice of the meeting was given to all Directors and other interested parties as well as posted on the District's bulletin board and website. No action was taken at the special meeting. Mr. Kidman further commented on his experience of with working with the District and staff efforts to prepare for the firestorm. 10. a. Executive-Administrative-Organizational Committee (Summerfield/Mills) Alternate: Collett 1) Minutes of the meeting held November 24 were presented at the meeting. Directors Summerfield and Mills attended. Items discussed during the meeting were as follows: consider Resolution No. 08-13 Setting Time and Place for All Regular Meetings; consider Resolution No. 08-XX Authorizing Individuals to Transfer Funds via the Federal Wire System; consider reorganization of the Board to select a President, Vice President and to appoint Corporate Officers; consider Board Committee assignments; consider Board compensation; consider policy for approval of Board meeting minutes; declaration of conflicts of interest during public meetings; Fullerton Arboretum Water Conservation Garden Partnership; future presentation to Board by LAFCO; reports on legislative and grant activities; scheduling future OCWD Ad Hoc Committee meetings; and report on pass-through policy. 4 2008-191 2) Meeting scheduled for December 16, 4:00 p.m. b. Finance-Accounting Committee (Beverage/Summerfield) Alternate: Mills 1) Meeting scheduled for December 10, 4:00 p.m. C. Personnel-Risk Management Committee (Armstrong/Collett) Alternate: Summen`ield 1) Meeting scheduled for December 9, 10:00 a.m. d. Planning-Engineering-Operations Committee (Mills/Armstrong) Alternate: Beverage 1) Meeting scheduled for December 4, 4:00 p.m. e. Public Information -Technology Committee (Collett/Beverage) Alternate: Armstrong 1) Meeting scheduled for December 2, 4:00 p.m. f. MWDOC Ad Hoc Committee (Mills/Collett) Alternate: Summerfield 1) Meeting to be scheduled. g. City of Placentia Ad Hoc Committee (Beverage/Payne) 1) Meeting to be scheduled. INTERGOVERNMENTAL MEETINGS 11. a. MWDOC Board, November 19 (Staff) Staff did not attend. b. OCWD Board, November 19 (Staff) Staff did not attend. C. Yorba Linda Planning Commission, November 12 (Collett) Director Collett did not attend. d. Yorba Linda City Council, November 18 (Armstrong) Director Armstrong attended. The majority of the meeting covered the firestorm. There was no other significant action taken. 5 2008-192 BOARD OF DIRECTORS ACTIVITY CALENDAR Authorization to attend meetings scheduled after November 26, 2008. Agenda is available in the District office prior to meeting. November 2008 Yorba Linda Planning Commission, Nov 26, 7:00 p.m. CANCELED Holiday, Nov 27-28 District Offices Closed December 2008 Personnel-Risk Management Committee, Dec 1, 4:00 .m. Armstrong/Collett Public Information-Technology Committee, Dec 2, 4:00 p.m. Collett/Beverage Yorba Linda City Council, Dec 2, 6:30 .m. Mills MWDOC/MWD Workshop, Dec 3, 7:30 a.m. Staff OCWD Board, Dec 3, 5:00 p.m. Staff Plan nin -En ineerin -O erations Committee, Dec 4, 4:00 .m. Mills/Armstrong Finance-Accounting Committee, Dec 9, 4:00 p.m. Bevera a/Summerfield Yorba Linda Planning Commission, Dec 10, 7:00 .m. Collett District Board Meeting, Dec 11, 8:30 a.m. Executive-Admin-Or anizational Committee, Dec 16, 4:00 .m. Summerfield/Mills Yorba Linda City Council, Dec 16, 6:30 .m. Armstrong MWDOC Board, Dec 17,8:30 a.m. Staff OCWD Board, Dec 17, 5:00 .m. Staff District Board Meeting, Dec 23, 8:30 a.m. Yorba Linda Planning Commission, Dec 24, 7:00 .m. CANCELED Holiday, Dec 25-26 District Offices Closed CONFERENCES AND SEMINARS 12. Authorize attendance of Directors and such staff members of the District as approved by the General Manager to attend the following conferences and seminars. On a motion by Director Beverage, seconded by Director Collett, the Board voted 5-0 to authorize attendance of Directors and such staff members of the District as approved by the General Manager to attend the following conference. a. 2009 ACWA Washington, DC Conference - February 24-26, 2009. ADJOURNMENT On a motion by Director Mills, seconded by Director Collett, the Board voted to adjourn at 10:58 a.m. to a regular meeting of the Board of Directors scheduled for December 11, 2008 at 6:30 p.m., at 1717 E. Miraloma Avenue, Placentia 92870. Kenneth R. Vecchiarelli Secretary 6