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HomeMy WebLinkAbout2008-07-10 - Board of Directors Meeting Minutes2008-111 MINUTES OF THE YORBA LINDA WATER DISTRICT BOARD OF DIRECTORS REGULAR MEETING July 10, 2008 The July 10, 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 E. Miraloma Avenue, Placentia, CA. DIRECTORS PRESENT AT ROLL CALL John W. Summerfield, President William R. Mills, Vice President Paul R. Armstrong Michael J. Beverage Ric Collett 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 Sandi Van Etten, Senior Accountant Ken Mendum, Wtr Maint. Superintendent Cindy Mejia, Management Analyst Miguel Serna, HR Analyst Stacy Bavol, Customer Service Supervisor Jennifer Hill, Meter Services Representative Amelia Cloonan, Personnel Tech INTRODUCTION OF VISITORS AND PUBLIC COMMENTS Brett Barbre, MWDOC Director SPECIAL RECOGNITION Customer Service Supervisor Bavol introduced Jennifer Hill and recognized her for her promotion to Meter Services Representative. IT Director Grady Introduced Reynaldo Tobias, newly hired Instrumentation Technician. Stacy Bavol, Jennifer Hill and Reynaldo Tobias left the meeting at 8:31 a.m. CONSENT CALENDAR (Items 1 through 6) 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 June 26, 2008. Recommendation: Approve the minutes as presented. 2. Payment of bills, refunds, and wire transfers. Recommendation: Ratify and authorize disbursements in the amount of $1,283,919.15. 2008-112 3. Progress Payment No. 13 for the Lakeview Reservoir Project. Recommendation: That the Board of Directors approve Progress Payment No. 13 in the net amount of $305,846.75 to SSC Construction, Inc. for construction of the Lakeview Reservoir Project, Job No. 200704. 4. Progress Payment No. 2 for the Highland Reservoir Replacement Project. Recommendation: That the Board of Directors approve Progress Payment No. 2 in the net amount of $199,086.79 to Schuler Engineering Corporation for construction of the Highland Reservoir Replacement Project, Job No. 200309. 5. Quarterly Financial Statements for the Third Quarter of Fiscal Year 2007-2008 Ending March 31, 2008 Recommendation: That the Board of Directors receive and file the Financial Statement for the Third Quarter of Fiscal Year 2007-2008 Ending March 31, 2008. 6. Damage claim. Recommendation: Reject and refer to ACWA/JPIA the claim filed by Kamil Antonios, 5595 Mulberry Way, Yorba Linda. ACTION CALENDAR 7. Change Order No. 3 to SSC Construction, Inc. for the Lakeview Reservoir Project. Assistant General Manager Vecchiarelli introduced the item and distributed a revised agenda report containing a revised recommendation. The item went before the Planning-Engineering-Operations Committee on Thursday, July 3 after the Board agenda was posted. The project is on schedule and on budget. The contractor asked that retention be reduced to 5%. Assistant General Manager Vecchiarelli explained. Vice President Mills stated the PEO Committee members believed having a formal notification could increase the possibility of receiving beneficial use earlier than anticipated. General Counsel Kidman stated the law is substantially more lenient than the District, and this is within the law. General Counsel Kidman noted there has been a slight change in the Brown Act requiring the District to make available to the public in the District's lobby any items distributed to the Board of Directors after the 72-hour posting period. On a motion by Vice President Mills, seconded by Director Armstrong, the Board of Directors voted 5-0 to approve Change Order No. 3 to SSC Construction Inc. for construction of the Lakeview Reservoir Project in the amount of $55,393.45 and 27 calendar days and reduce retention to 5 percent when the District receives beneficial use of the new 8MG Lakeview Reservoir, Job No. 200704. -2- 2008-113 Brett Barbre left the meeting at 8:37 a.m. 8. Change Order for Asphalt Paving Contract. Operations Manager Cory introduced the item. The District signed a two-year paving contract with Hardy and Harper. With the high cost of petroleum products, the District was notified that the contractor could no longer provide the services at the contracted price. General Counsel concurred that Hardy and Harper could cancel the contract. The District has elected to take the advice of counsel and use Hardy and Harper with a change order increasing the price from $8.50 to $14.00. On a motion by Vice President Mills, seconded by Director Armstrong, the Board of Directors voted 5-0 to approve Change Order No. 1 to the Agreement with Hardy & Harper, the District's asphalt pavement contractor, adjusting the unit price to $14 per square foot. Ken Mendum left the meeting at 8:46 a.m. 9. Proposal for Financial and Utility Billing Software. IT Director Grady introduced the item. He explained Mesa Consolidated uses the same system proposed, and they are pleased with the functionality. He outlined where the funds will come from. The Public Information-Technology Committee reviewed the item and concurred with staffs' recommendation. Questions were asked about the annual maintenance and support and the reason for paying the cost of the annual maintenance up front. IT Director Grady explained this was required in the contract. On a motion by Director Beverage, seconded by Director Collett, the Board of Directors voted 5-0 to authorize the General Manager to execute a Professional Services Agreement with Cogsdale Corporation in the amount of $291,790 for the installation, implementation and technical support of financial and utility billing software systems. DISCUSSION ITEMS 10. None REPORTS, INFORMATION ITEMS AND COMMENTS 11. a. President's Report There was no report. -3- 2008-114 b. Directors Reports Director Beverage may not attend the District's Administration building dedication. Brett Barbre reentered the meeting at 8:53 a.m. President Summerfield asked MWDOC Director Barbre to address the meeting. MWDOC Director Barbre had distributed the Monthly Water Usage Data, Tier Two Project and Water Supply Information. He gave an outline of the report. General Manager Payne asked about the LAFCO study. MWDOC agreed to pay for 50% of the study. The cost is $200,000. If a CEQA process is required, it would add $250,000 to the cost. General Counsel Kidman commented that the elected officials throughout the county should be encouraged by what is going on. A segment of the constituency within MWDOC does not like the decision MWDOC has made and so is trying to change the character of MWDOC. There must be some way to mobilize the elected officials in the county to start talking to public officials at LAFCO. b. Directors Reports (continued) Vice President Mills reported. He attended the Rosenberg Policy Conference in Spain. There were 50 people in attendance from around the world talking about how to extend water supplies to the projected world population. A dozen papers were presented. The Groundwater Replenishment System received the Stockholm Prize. c. General Managers Report 1) Campaign Statement Forms 460/470 are due no later than July 24. d. General Counsels Report General Counsel Kidman spoke about the governor's issuance of the drought emergency declaration. The OC Grand Jury has come out with a report about what water agencies should be doing with current water supplies. A report back to the Grand Jury is due on August 20. -4- 2008-115 The District has the clear authority to develop a water conservation program, and he recommends doing so. Mandatory measures could include raising the price system. He spoke about the measures involved. A public hearing would be necessary. One question is how difficult it will be to tell customers what their target will be for water usage given different size of lots, differences in landscape, etc. There is a lot of development work to be done here to reach a reasonable program with both policy and practical questions needing answers. General Manager Payne reported the grant application must be turned in by July 14. The District's Urban Water Management Plan has been submitted. Although the District's Urban Water Manage Plan was considered incomplete, after some work on forms, it is being resubmitted. The District is still eligible for grant money to fund a study to allow the District to go out for funding projects. General Counsel Kidman will attend the Executive-Administrative- Organizational Committee meeting on July 15. COMMITTEE REPORTS 12. a. Executive-Administrative-Organizational Committee (Summerfield/Mills) Alternate: Collett 1) Meeting scheduled for July 15, 4:00 p.m. b. Finance-Accounting Committee (Beverage/Summerfield) Alternate: Mills 1) Minutes of meeting held July 8 will appear in the BOD agenda for July 24. c. Personnel-Risk Management Committee (Armstrong/Collett) Alternate: Summen`ield 1) Minutes of meeting held June 9. Director Armstrong reported on the renewal of the District's dental insurance programs. Staff informed the committee members about the District's current recruitments and the status of District personnel on Administrative Leave. 2) Meeting scheduled for July 14, 4:00 p.m. d. Planning-Engineering-Operations Committee (Mills/Armstrong) Alternate: Beverage 1) Minutes of meeting held July 3 will appear in the Board agenda for July 24. 2) Meeting scheduled for August 7, 4:00 p.m. -5- 2008-116 e. Public Information-Technology Committee (C o I lett/Beve rage) Alternate: Armstrong 1) Minutes of meeting held July 1. Director Collett reported the committee viewed the new District video, which will be available at the dedication. An update was presented on the customer survey, the dedication and the lobby kiosk. The Financial and Utility Billing Software was discussed. 2) Meeting scheduled for July 17, 9:00 p.m. 3) Meeting scheduled for August 5, 4:00 p.m. f. MWDOC Ad Hoc Committee (Mills/Collett) Alternate: Summerfield 1) Minutes of meeting held June 24. The committee members received a Water Supply update from MWDOC General Manager Kevin Hunt. He also gave a LAFCO update. The committee discussed the results of a public affairs workshop held to coordinate messaging regarding the looming water crisis. 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) Meeting to be scheduled. INTERGOVERNMENTAL MEETINGS 13. a. MWDOC/MWD Joint Workshop, July 2 No one attended. b. OCWD Board, July 2 No one attended. c. Yorba Linda Planning Commission, July 9 No one attended as there were no issues affecting the District. -6- 2008-117 BOARD OF DIRECTORS ACTIVITY CALENDAR Authorization to attend meetings scheduled after July 10, 2008. Agenda is available in the District office prior to meeting. July 2008 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 District Administration Building Dedication, 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 Planning-Engineering-Operations 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 14. 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. MWDOC's Water Policy Forum & Dinner, Wednesday, July 23, 6:00-8:00 p.m. President Summerfield and Director Collett will attend. ADJOURN TO CLOSED SESSION 15. None -7- 2008-118 ADJOURNMENT On a motion by Director Collett, seconded by Director Beverage, the voted 5-0 to adjourn at 9:55 a.m. to a regular meeting of the scheduled for July 24, 2008, at 8:30 a.m., at 1717 E. Miraloma 92870. Michael A. Payne, Se re'tary Board of Directors Board of Directors Avenue, Placentia -8-