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HomeMy WebLinkAbout2008-06-26 - Board of Directors Meeting MinutesMINUTES OF THE YORBA LINDA WATER DISTRICT BOARD OF DIRECTORS REGULAR MEETING June 26, 2008 2008-103 The June 26, 2008 regular meeting of the Yorba Linda Water District Board of Directors was called to order by President Summerfield at 8:34 a.m. The meeting was held at the District's offices at 1717 E. Miraloma Avenue, Placentia, CA. DIRECTORS PRESENT AT ROLL CALL STAFF PRESENT John W. Summerfield, President Kenneth R. Vecchiarelli, Asst. G.M. Paul R. Armstrong Diane Cyganik, Finance Director Michael J. Beverage Lee Cory, Operations Manager Pat Grady, IT Director DIRECTORS ABSENT AT ROLL CALL Cindy Mejia, Management Analyst William R. Mills, Vice President Amelia Cloonan, Personnel Tech Ric Collett INTRODUCTION OF VISITORS AND PUBLIC COMMENTS None SPECIAL RECOGNITION None CONSENT CALENDAR (Items 1 through 3) On a motion by Director Beverage, seconded by Director Armstrong, the Board of Directors voted 3-0 to approve the Consent Calendar. Minutes of the Regular Board of Directors meeting held June 12, 2008. Recommendation: Approve the minutes as presented. 2. Payment of bills, refunds, and wire transfers. Recommendation: Ratify and authorize disbursements in the amount of $772,680.68. 3. Terms and Conditions for Water and Sewer Service with Ms. Kate Gulewich. Recommendation: Approve Terms and Conditions for Water and Sewer Service with Ms. Kate Gulewich for 5112 Eureka Avenue, Yorba Linda, Job No. 200808. Director Ric Collett entered the meeting at 8:37 a.m. ACTION CALENDAR 4. Implement Level 1 of the 2005 Urban Water Management Plan Calling For a Voluntary 10% Reduction In Water Use District Wide. Assistant General Manager Vecchiarelli introduced the item and explained the reasons for the need to adopt 2008-104 the reduction in water use. Commencing July 1, all reporting and requirements will be tracked. Metropolitan Water District will introduce water conservation measures on January 1, 2009. Director Armstrong stated the City Council spoke negatively about the District, because no one from the District appeared before the City Council to speak about water reduction. Assistant General Manager Vecchiarelli responded to a question from President Summerfield by stating the 10% voluntary reduction in water use could be rescinded if the water supply situation reverses. Assistant General Manager Vecchiarelli stated there are reporting mechanisms in place at the District regarding use of water, so a regular report can come to the Board of Directors to indicate whether the District is meeting the conservation target. On a motion by Director Armstrong, seconded by Director Collett, the Board of Directors on a Roll Call voted 4-0-1, with Vice President Mills absent, to adopt Resolution No. 08-07, A Resolution of the Board of Directors of the Yorba Linda Water District Implementing Action Level 1 of the Water Shortage Contingency Plan established by the 2005 Urban Water Management Plan calling for an immediate voluntary ten percent reduction in water use. 5. Adopt appropriations limit for FY 2008-09. Finance Director Cyganik introduced the report and explained the reasons for the need to adopt the appropriation limit. On a motion by Director Collett, seconded by Director Armstrong, the Board of Directors on a Roll Call voted 4-0-1, with Vice President Mills absent, to adopt Resolution 08-08 adopting the District's Appropriation Limit for fiscal year 2008-2009. 6. Pre-Annexation Agreement with Placentia-Yorba Linda Unified School District. Assistant General Manager Vecchiarelli presented the report to consider the agreement with the Placentia-Yorba Linda Unified School District. The agreement was considered and passed by the PYLUSD Board of Directors at their meeting on Tuesday evening. President Summerfield will sign the agreement after it is signed by the PYLUSD. On a motion by Director Beverage, seconded by Director Collett, the Board of Directors voted 4-0 to authorize the President and Secretary to execute the Pre-Annexation Agreement between Yorba Linda Water District and Placentia-Yorba Linda Unified School District for the new Yorba Linda High School, Job No. 200620. -2- 2008-105 7. Approve the 2007 Consumer Confidence Report. Assistant General Manager Vecchiarelli presented the item. The report is prepared annually with the requirement that it be delivered to each of the District's customers. One thing to note is that the District is looking at having the report delivered in the customers' bills to save considerable mailing costs. The report is also available on the District's website. On a motion by Director Beverage, seconded by Director Armstrong, the Board of Directors voted 4-0 to approve the Consumer Confidence Report to be distributed to all District customers. DISCUSSION ITEMS 8. None REPORTS, INFORMATION ITEMS AND COMMENTS 9. a. President's Report There was no report. b. Directors Reports Director Armstrong reported that at the southwest corner of Bastanchury and Lakeview there is ground subsidence. Does this in any way jeopardize the District's pipes? Assistant General Manager Vecchiarelli said our people have already been out and checked several times. Staff will check with the city engineer. c. General Managers Report Assistant General Manager Vecchiarelli reported the Yorba Linda Star gave a preview of candidates who will be supported by the Yorba Linda Residents for Responsible Representation to run for the District's Board. IT Director Grady gave an update on the phone answering system. Phone calls will be answered by an individual instead of going to an automated system commencing July 1. If there is a backup of calls these will be picked up from the queue. He will report at the PIT Committee meeting to be held on July 1. Assistant General Manager Vecchiarelli reported the District's offices will be closed on July 4. On July 16, the Administration building dedication will be held at 4:00 p.m. On a motion by Director Beverage, seconded by Director Collett, the Board of Directors voted 4-0 to add an item the agenda. This item came to the attention of Assistant General Manager Vecchiarelli only this morning, June 26, and required immediate action. -3- 2008-106 A request was received from MWDOC to oppose AB 885, a Bill amending the MWD act and containing the option of having alternate board members. What MWD would like to see is to allow their current board members to vote by proxy if they cannot come to a particular board meeting. The District agrees that this Assembly Bill does not improve how MWD does business and asks President Summerfield to sign letters to be sent to Senator Margett and Assemblyman Duvall. On a motion by Director Beverage seconded by Director Collett, the Board of Directors voted 4-0 to send letters signed by President Summerfield to Senator Margett and Assemblyman Duvall in opposition of AB 885. COMMITTEE REPORTS 10. a. Executive-Administrative-Organizational Committee (Summerfield/Mills) Alternate: Collett 1) Minutes of meeting held June 17 will appear in the Board agenda for July 10. 2) Meeting scheduled for July 15, 4:00 p.m. b. Finance-Accounting Committee (Beverage/Summerfield) Alternate: Mills 1) Minutes of meeting held June 10. The Committee members reviewed March 31 and April 30, 2008 Financial Statements and will recommend these be received and filed by the Board of Directors. The Investment Report dated April 30 was discussed and accepted. Keith Khorey of Wells Capital gave an update on the District's portfolio. The Appropriations Limited was addressed at the June 26 Board meeting. Tom DeMars of Fieldman Rolapp addressed the Material Event Notification. 2) Meeting scheduled for July 8, 4:00 p.m. c. Personnel-Risk Management Committee (Armstrong/Collett) Alternate: Summerfield 1) Minutes of meeting held June 9. The Committee discussed the comments received from the management group regarding revisions to the Personnel Rules. Staff informed the Committee about the status of the District's recruitments and new hires and the status of personnel on Administrative Leave. The General Manager gave an update on his attendance at the ACWA/JPIA Conference. 2) Meeting scheduled for July 14, 4:00 p.m. -4- 2008-107 d. Planning-Engineering-Operations Committee (Mills/Armstrong) Alternate: Beverage 1) Meeting scheduled for July 3, 4:00 p.m. e. Public Information-Technology Committee (Co I lett/Beve rage) Alternate: Armstrong 1) Minutes of meeting held June 11. There was a report on MWDOC's Public Affairs Workgroup Regional Messaging Workshop. The governor's drought announcement was discussed. The Committee discussed final design approval for the District's rebranding of truck decals, signage and stationery. The Committee also discussed financial and utility billing software and the customer service answering system. 2) Meeting scheduled for July 1, 4:00 p.m. f. MWDOC Ad Hoc Committee (Mills/Collett) Alternate: Summerfield 1) Minutes of meeting held June 24 will appear in the Board agenda for July 10. 2) Meeting scheduled for August 26, 4:00 p.m. President Summerfield will not be able to attend this meeting. g. City of Placentia Ad Hoc Committee (Beverage/Payne) 1) Minutes of meeting held June 16 will appear in the Board agenda for July 10. Director Beverage stated the committee members met with the new city manager who comes from the Coachella Valley. Director Beverage reported on the city's plans to utilize synthetic turf in medians. INTERGOVERNMENTAL MEETINGS 11. a. Yorba Linda City Council, June 17 Director Armstrong attended. Councilperson Anderson asked why the City Council had not invited the District to speak about water use reduction. Rules and regulations regarding political signs were discussed. b. MWDOC Board, June 17 Staff did not attend. c. OCWD Board, June 17 Staff did not attend. -5- 2008-108 d. Yorba Linda Planning Commission, June 25 There were no items affecting the District. No one attended. BOARD OF DIRECTORS ACTIVITY CALENDAR Authorization to attend meetings scheduled after June 26, 2008. Agenda is available in the District office prior to meeting. Julv 2008 Public Information Committee, Jul 1, 4:00 .m. Collett/Bevera e Yorba Linda City Council, Jul 1, 6:30 .m. Mills MWDOC/MWD Joint Workshop, Jul 2, 8:30 a.m. Staff OCWD Board, Jul 2, 5:00 .m. Staff Planning-Engineering-Operations Committee, Jul 3, 4:00 .m. Mills/Armstrong District Holiday, Jul 4 Offices Closed Finance-Accounting Committee, Jul 8, 4:00 .m. Bevera a/Summerfield Yorba Linda Planning Commission, Jul 9, 7:00 . m. Collett District Board Meeting, Jul 10, 8:30 a.m. Personnel-Risk Management Committee, Jul 14, 4:00 .m. Armstrong/Collett Executive-Admin-Or anizational Committee, Jul 15, 4:00 .m. Summerfield/Mills Yorba Linda City Council, Jul 15, 6:30 .m. Armstrong MWDOC Board, Jul 16, 8:30 a.m. Staff Administration Building Dedication, Jul 16, 4:00 .m. OCWD Board, Jul 16, 5:00 .m. Staff Yorba Linda Planning Commission, Jul 23, 7:00 .m. Summerfield District Board Meeting, Jul 24, 8:30 a.m. August 2008 Public Information Committee, August 5, 4:00 .m. Collett/Beverage Yorba Linda City Council, August 5, 6:30 .m. Mills MWDOC/MWD Joint Workshop, August 6, 8:30 a.m. Staff OCWD Board, August 6, 5:00 .m. Staff Plan nin -En ineerin -O erations Committee, Au 7, 4:00 .m. Mills/Armstrong Personnel-Risk Management Committee, August 11, 4:00 .m. Armstrong/Collett Finance-Accounting Committee, August 12, 4:00 .m. Bevera a/Summerfield Yorba Linda Planning Commission, August 13, 7:00 .m. Collett District Board Meeting, August 14, 8:30 a.m. Executive-Admin-Or anizational Committee, Au 19, 4:00 .m. **Summerfield/Mills Yorba Linda City Council, August 19, 6:30 .m. Armstrong MWDOC Board, August 20, 8:30 a.m. Staff OCWD Board, August 20, 5:00 .m. Staff Yorba Linda Planning Commission, August 27, 7:00 .m. **Summerfield District Board Meeting, August 28, 8:30 a.m. 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. a. None -6- 2008-109 ADJOURN TO CLOSED SESSION 13. None ADJOURNMENT On a motion by Director Beverage, seconded by Director Collett, the Board of Directors voted 4-0 to adjourn at 9:28 a.m. to a regular meeting of the Board of Directors scheduled for July 10, 2008, at 8:30 a.m., at 1717 E. Miraloma Avenue, Placentia 92870. Kenneth R. Vecchiarelli Assistant Secretary -7- 2008-110