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HomeMy WebLinkAbout2008-05-15 - Board of Directors Meeting Minutes2008-77 MINUTES OF THE YORBA LINDA WATER DISTRICT BOARD OF DIRECTORS REGULAR MEETING May 15, 2008 The May 15, 2008 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 offices at 1717 East Miraloma Avenue, Placentia, CA. DIRECTORS PRESENT AT ROLL CALL John W. Summerfield, President William R. Mills Paul R. Armstrong Michael J. Beverage Richard P. Collett STAFF PRESENT Michael A. Payne, General Manager Arthur G. Kidman, General Counsel Kenneth R. Vecchiarelli, Asst. G.M. Pat Grady, IT Director Amelia Cloonan, Personnel Technician Ken Mendum, Water Maint. Superintendent Anthony Varian, Maintenance Worker I Cindy Mejia, Assistant Administrator INTRODUCTION OF VISITORS AND PUBLIC COMMENTS Brett Barbre, MWDOC Director MWDOC Director Barbre reported on activities at MWDOC. He said he appreciated the support of General Manager Payne at the LAFCO meeting held yesterday and also the support offered by the Board of Directors. Two agencies are driving the process. Joyce Crosswaithe of LAFCO made an interesting comment. She admitted the process is about Met representation. Mr. Barbre also spoke about the snow pack in the Colorado River Basin. It will take three years to get levels back up to where there is surplus water. General Manager Payne added that at the- LAFCO meeting, the issue of funding the governance study came up. The money that was going to be put up was to be donated by six agencies. No other agency has been asked to contribute to this study. Commissioner Wilson wanted to ask MWDOC if they would request funding from other water agencies. SPECIAL RECOGNITION Maintenance Supervisor Mendum Introduced Anthony Varian, recently promoted to Maintenance Worker I. CONSENT CALENDAR (Items 1 through 3) On a motion by Vice President Mills, seconded by Director Collett, the Board of Directors voted 5-0 to approve the Consent Calendar. Minutes of the Regular Board of Directors meeting held April 24, 2008. Recommendation: Approve the minutes as presented. 2008-78 2. Minutes of the Regular Board of Directors meeting held April 29, 2008. Recommendation: Approve the minutes as presented. 3. Payment of bills, refunds, and wire transfers. Recommendation: Ratify and authorize disbursements in the amount of $1,820,227.93. ACTION CALENDAR 4. Amendment to Consultants Agreement with Parsons Water & Infrastructure Inc. and a Professional Services Agreement with Butier for the Lakeview Reservoir Project. Assistant General Manager Vecchiarelli introduced the item and presented an overview of the history of the project. There was discussion about what is included in the Consultant's Agreement with Parsons and the Professional Services Agreement with Butier. Vice President Mills stated this item was discussed extensively at the PEO Committee meeting on May 1, and the Committee supports its approval. President Summerfield asked if the District had the staff in the Engineering Department could any of this work be performed in house. Assistant General Manager Vecchiarelli answered affirmatively, but he stated the District is freeing up its staff, who are dedicated to certain projects, when it hires for these services. On a motion by Vice President Mills, seconded by Director Collett, the Board of Directors voted 5-0 to approve Contract Amendment No. 3 to the Consultants Agreement with Parsons Water & Infrastructure Inc., in the amount of $477,926 for additional work to review shop drawings, provide design clarifications and inspection services; and authorize the President and Secretary to execute a Professional Services Agreement with Butier in the amount of $199,350 for Construction Management, Contract Administration for the 8 MG Lakeview Reservoir Project, Job No. 200704. 5. Professional Services Agreement for the Pressure Zone Reconfiguration and Sub- Zone Extension Project. Assistant General Manager Vecchiarelli introduced the item. Five firms submitted proposals, which were ranked. Based on the overall value of the proposals, District staff recommends moving forward with Psomas. Vice President Mills stated the PEO Committee discussed this item at its meeting on May 1. On a motion by Vice President Mills, seconded by Director Armstrong, the Board of Directors voted 4-0-1, with Director Collett abstaining from voting due to the location of his residence, to authorize the President and Secretary to execute a Professional Services Agreement with Psomas for a fee not to exceed $113,676 to provide design and bid services for the Zone Reconfiguration and Sub Zone Extension Projects, Job Nos. 200220 and 200710. -2- 2008-79 6. Highland Reservoir Replacement Project - Professional Services Agreements and Proposed Construction Budget. Assistant General Manager Vecchiarelli introduced the item. He gave an overview of what the firms would cover. He noted the District's Senior Construction Inspector will devote his time to the project. The raptor season was brought up under environmental issues. Director Armstrong queried the abandonment of old pipelines. Assistant General Manager Vecchiarelli explained that where existing pipelines would interfere with construction, they will be pulled out. Others will remain in the ground filled with slurry/sand mix. It is the District's practice to fill pipelines 12 inches or larger with smaller pipelines being capped. Included in the District's obligation is exploration of permanent easements with the City of Yorba Linda, the equestrian group and homeowners. It is anticipated there may be disruption to one or both of the access roads during construction. Vice President Mills stated this item was presented to the PEO Committee. The total cost of $11.2 million exceeds what was allocated to this project. Assistant General Manager Vecchiarelli agreed that the budget exceeded the original estimated budget by about $1 million, however, other projects came in under budget. On a motion by Vice President Mills, seconded by Director Armstrong, the Board of Directors voted 5-0 to authorize the President and Secretary to approve a Professional Services Agreement with Carollo Engineers in the amount of $605,856 for engineering support services, construction management and backup inspection services; approve a Professional Services Agreement with Leighton Consulting Engineers in the amount of $86,200 for geotechnical services, soils, concrete and materials testing, approve a Professional Services Agreement with Bon Terra Consulting in the amount of $22,251 for environmental compliance services and approve the proposed construction budget in the amount of $11,200,000 for construction of the Highland Reservoir Replacement Project, Job No. 200309. Brett Barbre left the meeting at 9:26 a.m. Director Beverage recussed himself from participation in discussion and voting on Item 7 due to an economic interest, and he left the boardroom during discussion of the item. 7. Consider Annexation of S&S lands located west of Fairmont Boulevard and North of Yorba Linda Boulevard. Assistant General Manager Vecchiarelli introduced the item, stating this is an administrative item proposing annexation to the Yorba Linda Water District of the property. -3- 2008-80 On a motion by Director Collett, seconded by Director Armstrong, the Board of Directors on a Roll Call voted 4-0-1, with Director Beverage abstaining, to adopt Resolution No. 08-03, A Resolution of Application To Initiate Proceedings For Annexation Of Approximately 176 Acres To The Yorba Linda Water District, find that the environmental impacts of the proposed development have been adequately addressed and authorize payment of LAFCO's filing fee in the amount of $7,900. A recess was declared at 9:29 a.m. The Board of Directors reconvened in open session at 9:35 a.m. All Directors were present. 8. District Re-Branding. Public Information-Technology Committee Chairman Collett presented the item. The Committee members looked at many different options. They worked with Nancy Jamar and Assistant Administrator Mejia in this process to develop a standard. Director Beverage spoke about placement on the page. He said a tagline was added to the logo. Director Collett stated the Committee would look at the word reliable instead of independent and will look at the water on the bottom of the page because of the problem with copying. President Summerfield asked about signage. Discussion concluded with the Board of Directors agreeing that the logo and brand could go forward. DISCUSSION ITEMS 9. Carver Guides. General Manager Payne stated that at the last Board meeting Vice President Mills asked the Board to take a look at the Carver Guides. General Manager Payne is asking for direction from the Board on purchase of these publications. Vice President Mills said he was recommending purchase of the three items he highlighted: Basic Principles of Policy Governance, Your Roles and Responsibilities as a Board Member and Board Assessment of the CEO. President Summerfield suggested and Director Beverage concurred that a full set should be purchased and be available for use by the Board members as they see fit. REPORTS, INFORMATION ITEMS AND COMMENTS 10. a. President's Report President Summerfield had a problem with a sewer on the street close to his residence. Staff came out in the middle of the night and worked for a couple of hours and returned the next morning. He had a real problem contacting the District and would like to have staff take a look at our answering service. One of the first items when someone calls in should be an emergency phone number. General Manager Payne said an investigation has taken place, and a report will be presented at the next Board meeting. Director Beverage said it would be good to have the option of reaching the operator when you call in rather than going through all the options. -4- 2008-81 b. Directors Reports 1) ACWA Conference (Mills & Armstrong) Vice President Mills distributed a sheet with information about items of interest covered at the recent ACWA conference. Director Armstrong attended the JPIA meetings. He turned his copy of JPIA's Board book over to the Board. Vice President Mills left the meeting at 10:10 a.m. c. General Managers Report General Manager Payne reported the paving contractor has given written notice of intention to terminate the contract with the District effective July 1, 2008 because of the volatile nature of their business. The date for the Board of Directors group photo may change, because Vice President Mills will not be available at the next Board meeting. d. General Counsel's Report General Counsel Kidman followed up on the ACWA conference. He spoke about sublimation related to evaporation in connection with loss of the snow pack. One-half of the loss of the snow pack is related to water evaporation to the atmosphere. The increase in sea level is due to thermal expansion of the ocean. General Counsel Kidman spoke about the proposed Met water allocation retrospective pricing and the problem that you have already charged the customer for the water used. 1) First Report on 2008 Legislative Bills The first item continues to be a major concern. No bill has yet been introduced that would make a run on the District's property tax. Forming a coalition has worked really well. The Legislative Analyst's office has testified to the legislature pretty aggressively. They are talking about some form of reapportionment of property taxes. They say enterprise districts do not need the money. Cindy Mejia left the meeting at 10:29 a.m. COMMITTEE REPORTS 11. a. Executive-Administrative-Organizational Committee (Summerfield/Mills) 1) Minutes of the meeting held April 23 appeared in the Agenda. The Committee members received reports from: Sacramento Advocates and McCormick Kidman & Behrens regarding legislative activities and Townsend Public Affairs regarding grants. The proposed LAFCO budget fiscal 2008-2009 was discussed as was the City of Placentia's ribbon cutting -5- 2008-82 ceremony scheduled April 29 for the opening of Miraloma Avenue, Board of Directors and staff seating arrangements for the new Boardroom and the General Manager's monthly activity report. 2) The meeting scheduled for May 20 will be rescheduled. b. Finance-Accounting Committee (Beverage/Summerfield) 1) Minutes of meeting held May 13 will appear in the Board agenda for May 29. Director Beverage reported the Committee considered adjustments to Customer Service, Developer and Fats, Oils and Grease fees. Discussion included: Monthly status report of portfolio investments, the Investment Report for month ending March 31, 2008 and the Cash-out audit for the General Manager. The District's purchasing policy was reviewed. 2) Meeting scheduled for June 10, 4:00 p.m. c. Personnel-Risk Management Committee (Armstrong/Collett) 1) Minutes of the meeting held April 28. Director Armstrong reported the Committee discussed the revisions to the second draft of the Personnel Rules. The status of the District's current recruitments and the status of personnel on Administrative leave was also discussed. 2) Minutes of meeting held May 12 will appear in the Board agenda for May 29. 3) Meeting scheduled for June 9, 4:00 p.m. d. Planning-Engineering-Operations Committee (Mills/Armstrong) 1) Minutes of meeting held May 1 appeared in the Agenda. Director Armstrong reported that Action items included consideration of: a Professional Services Agreement/Construction Budget for the Highland Reservoir project, a Professional Services Agreement for Construction of the Lakeview Reservoir project, a Professional Services Agreement for the Zone Reconfiguration project and terms for the Pre-Annexation Agreement with Placentia-Yorba Linda Unified School District. Committee and Staff discussed the monthly water production and purchased imports through April 2008. 2) Meeting scheduled for June 5, 4:00 p.m. -6- 2008-83 e. Public Information Committee (Collett/Beverage) . 1) Minutes of meeting held April 25 appeared in the Agenda. Director Collett reported the Committee discussed District Branding and the District video. 2) Minutes of meeting held May 5 appeared in the Agenda. The Committee discussed District Branding and reviewed the District video script. 3) Meeting scheduled for May 20, 8:30 a.m. 4) Meeting scheduled for May 28, 9:00 a.m. f. Building Ad Hoc Committee (Beverage/Summerfield) 1) Meeting scheduled for May 22, 4:00 p.m. g. MWDOC Ad Hoc Committee (Mills/Beverage) 1) Minutes of meeting held April 22. Discussion items included: water supply situation, Orange County Water Summit - May 2, the LAFCO Governance Study and recent grant opportunities. 2) Meeting scheduled for June 24, 4:00 p.m. g. City of Placentia Ad Hoc Committee (Beverage/Payne) 1) Meeting to be scheduled after the new city manager is on board. INTERGOVERNMENTAL MEETINGS 12. a. Yorba Linda City Council, May 6 No one attended. b. MWDOCMWD Joint Workshop, May 7 (Cancelled) C. OCWD Board, May 7 (Cancelled) -7- 2008-84 d. Yorba Linda Planning Commission, May 14 President Summerfield attended. The Planning Commission approved the extension of the Casino Ridge project. BOARD OF DIRECTORS ACTIVITY CALENDAR May 2008 Public Information Committee, May 20, 8:30 a.m. Collett/Beverage Executive-Admin-Organizational Committee, May 20 Reschedule Summerfield/Mills Yorba Linda City Council, May 20, 6:30 p.m. Armstrong MWDOC Board, May 21, 8:30 a.m. Staff OCWD Board, May 21, 5:00 p.m. Staff Building Ad Hoc Committee, May 22, 4:00 p.m. Bevera a/Summerfield Public Information Committee, May 28, 9:00 a.m. Collett/Beverage Yorba Linda Planning Commission, May 28, 7:00 p.m. Collett District Board Meeting, May 29, 8:30 a.m. June 2008 Public Information Committee, June 3, 4:00 p.m. Collett/Beverage Yorba Linda City Council, June 3, 6:30 .m. Mills MWDOC/MWD Joint Workshop, June 4, 8:30 a.m. Staff OCWD Board, June 4, 5:00 .m. Staff Planning-Engineering-Operations Committee, June 5, 4:00 .m. Mills/Armstrong Personnel-Risk Management Committee, June 9, 4:00 .m. Armstrong/Collett Finance-Accounting Committee, June 10, 4:00 .m. Bevera a/Summerfield Public Information Committee, June 11, 9:00 a.m. Collett/Beverage Yorba Linda Planning Commission, June 11, 7:00 .m. Collett District Board Meeting, June 12, 8:30 a.m. Executive-Admin-Or anizational Committee, June 17, 4:00 .m. Summerfield/Mills Yorba Linda City Council, June 17, 6:30 p.m. Armstrong MWDOC Board, June 18, 8:30 a.m. Staff OCWD Board, June 18,5:00 .m. Staff Public Information Committee, June 18, 9:00 a.m. Collett/Beverage Yorba Linda Planning Commission, June 25, 7:00 .m. Summerfield District Board Meeting, June 26, 8:30 a.m. CONFERENCES AND SEMINARS 13. Authorize attendance of Directors and such staff members of the District as approved by the General Manager to attend the following conferences and seminars. a. ISDOC Quarterly Meeting Thursday May 29th 2008 11:30 a.m. - 1:00 p.m. "Solving California's $20 Billion Budget Deficit: Is another raid on special district property tax revenue eminent?" Generally Vice President Mills and General Manager Payne attend these meetings. Staff will check with Vice President Mills to see if he will attend. -8- 2008-85 No Closed Session was held. ADJOURN TO CLOSED SESSION 14. Public Employee Performance Evaluation [Government Code Section 54957] Title: General Manager. ADJOURNMENT On a motion by Director Beverage, seconded by Director Collett, the Board of Directors voted 4-0 to adjourn to a regular meeting of the Board of Directors scheduled for May 29, 2008, at 8:30 a.m., at 1717 E. Miraloma Avenue, Placentia 92870. Michael A. Payne Secretary -9- 2008-86