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HomeMy WebLinkAbout2008-08-28 - Board of Directors Meeting Minutes2008-137 MINUTES OF THE YORBA LINDA WATER DISTRICT BOARD OF DIRECTORS REGULAR MEETING August 28, 2008 The August 28, 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. Lee Cory, Operations Manager Pat Grady, IT Director Gina Knight, HR Manager Sandi Van Etten, Senior Accountant Amelia Cloonan, Personnel Tech INTRODUCTION OF VISITORS AND PUBLIC COMMENTS None IT Director Grady reported the audio visual system is 95% complete. Each Board member and staff member has a small monitor to view materials presented on the large screen. Use of the microphone was explained. The room is equipped with speakers throughout. Control of the system will be performed by the Executive Secretary with an auxiliary control by the IT Director. IT Director Grady gave a short demonstration. SPECIAL RECOGNITION None CONSENT CALENDAR (Items 1 through 3) On a Motion by Director Beverage, seconded by Director Collett, the Board of Directors voted 5-0 to approve the Consent Calendar, with Director Beverage abstaining from voting on Check No. 49870 of Item 2 because of a conflict of interest. Minutes of the Regular Board of Directors meeting held August 14, 2008. Recommendation: Approve the minutes as presented with a correction noted on page 3, Action Calendar, Item 4, paragraph 2. The first line should read 'Vice President Mills stated he is interested 2. Payment of bills, refunds, and wire transfers. Recommendation: Ratify and authorize disbursements in the amount of $1,001,093.58. 2008-138 3. Terms and Conditions for Water and Sewer Service with Sigma Enterprises, Inc., 16921 Imperial Highway. Recommendation: That the Board of Directors approve the Terms and Conditions for Water and Sewer Service with Sigma Enterprises, Inc., Job No. 200892. ACTION CALENDAR 4. Professional Services Agreement for Groundwater Well Siting, Design, Drilling Observation and Inspection Services. Assistant General Manager Vecchiarelli introduced the report. This item is for replacement of existing aging wells. The item was discussed at the PEO Committee meeting and that committee supports staff's recommendation to move forward. They looked at two sites, one on Richfield Road where the District already owns property. Well 11, which is aging, is housed there. Because of the productivity of that well for the last 50 years, it is considered a good site for the new well. The second site under consideration is at the corner of Orangethorpe and Richfield. The City of Placentia owns that site. With further discussion, the recommendation is to look further west closer to the recharge facility. Assistant General Manager Vecchiarelli elaborated. Vice President Mills encouraged staff to focus not only on quantity but on quality as well. Director Beverage asked about the ranking of the firms. What made one firm better by $50,000? Assistant General Manager Vecchiarelli responded that the District has had excellent service from CDM in the past and expects to receive a high value product and services for this contract. On a motion by Vice President Mills, seconded by Director Armstrong, the Board of Directors voted 5-0 to authorize the General Manager to execute a Professional Service Agreement with Camp, Dresser & McKee, Inc. in the amount of $179,500 for hydrogeologic services to evaluate two potential well sites, provide well hole design, specifications, observation and inspection services for two new groundwater wells, Job No. 200711. 5. Professional Engineering Services for District Well Optimization Study. Assistant General Manager Vecchiarelli presented the item. In 2006, Camp, Dresser & McKee did a wellfield analysis for the District. Water levels are down considerably in the last year. Well 19 is pumping very near its shutoff level. Staff has experienced more and more challenges maintaining adequate wellfield production. A proposal from CDM was handed out prior to the start of the Board meeting. This was a sole source request, because of CDM's involvement in the previous wellfield analysis. Wells 1, 5 and 12 are experiencing problems with cascading water right now. These are some of our oldest wells (Well 1 - 1950, Well 5 - 1958, Well 12 - 1949). CDM will look immediately at Well 12 and provide recommendations. -2- 2008-139 Vice President Mills asked how this ties in with the work CDM did for the District on Well 19. Assistant General Manager Vecchiarelli said it is a carry on from that. They will look at potential mechanical changes to maximize the wellfield yield and efficiencies. Vice President Mills said it should be a standard procedure to have the cost information supplied to the Board members in the agenda packet. President Summerfield asked what the urgency is on this. Assistant General Manager Vecchiarelli responded it is extreme. Vice President Mills asked how much money the District spends pumping out of the wellfield every year? Assistant General Manager Vecchiarelli will provide this figure at a later date. The cost of the study could be quickly saved. On a motion by Vice President Mills, seconded by Director Armstrong, the Board of Directors voted 5-0 to authorize the General Manager to execute a Professional Services Agreement with Camp, Dresser & McKee in the amount not to exceed $54,390 to provide hydrogeologic and support engineering services to prepare an optimization study of the District's existing water production wells, Job No. 200813. 6. Reschedule Board and Committee Meetings in November and December. Assistant General Manager Vecchiarelli presented the item. In addition to the items being moved, there was mention of a PEO Committee meeting scheduled for December 4 and a PIT Committee meeting scheduled for December 2. These meeting will take place during the ACWA Conference being held in Long Beach on December 2 through 4. It will be determined how this will affect the Directors. On a motion by Director Collett, seconded by Director Armstrong, the Board of Directors voted 5-0 to approve and authorize the General Manager to schedule the Board meetings and Committee meetings as follows: 1) Schedule the Board Meeting of November 13 to Wednesday, November 12 at 8:30 a.m., with a conflict noted by Director Collett. 2) Schedule the Board meeting of November 27 to Wednesday, November 26 at 8:30 a.m. 3) Schedule the Board meeting of December 25 to Tuesday, December 23 at 8:30 a.m. 4) Schedule the Finance-Accounting Committee meeting of November 11 to Monday, November 10 at 8:00 a.m. DISCUSSION ITEMS 8. Preview Updates to District's Website. IT Director Grady gave an update, an indication of the future direction of the website and a short demonstration of the features. The new font and logo have been incorporated. -3- 2008-140 Director Armstrong asked about a turn-on/turn-off feature for customers. IT Director Grady responded there is a "contact us" feature on the website and an e-mail address is listed. Once On-line payment is made available, it should help with people avoiding shut-off fees. Vice President Mills asked about pharmaceuticals. There was some discussion. He also asked that the Board of Directors be given a quarterly summary of sections visited within our website by our customers. REPORTS, INFORMATION ITEMS AND COMMENTS 9. a. President's Report The President had nothing to report. b. Directors Reports Director Armstrong stated he is working with General Manager Payne on his leave of absence from Board matters. There will be an agenda report on the next Board Agenda. Vice President Mills had a question about the Water Forum, which is being held in different Southern California locations on September 11, 16 and 25. c. General Managers Report Assistant General Manager Vecchiarelli received notice from LAFCO that annexation of the S&S property has been agendized for their September 10 meeting. Staff will attend. Justin Wallen and Adam Probolsky, Probolsky Research entered the meeting at 9:24 a. m. ACTION ITEM 7. 2008 Customer Survey. Assistant General Manager Vecchiarelli invited Justin Wallen and Adam Probolbsky to address the summary of the customer survey results presented in the Agenda. Adam Probolsky stated a total of 351 District registered voters took a 20 minute survey. He gave an overview of the presentation. Vice President Mills asked if the results in the survey were different from others in Orange County. Adam Probolsky responded that the numbers in other areas of Orange County were similar. On a motion by Director Beverage, seconded by Director Collett, the Board of Directors voted 5-0 to receive and file the 2008 Customer Survey. -4- 2008-141 COMMITTEE REPORTS 10. a. Executive-Administrative-Organizational Committee (Summerfield/Mills) Alternate: Collett 1) Meeting scheduled for September 16, 4:00 p.m. b. Finance-Accounting Committee (Beverage/Summerfield) Alternate: Mills 1) Meeting scheduled for September 9, 4:00 p.m. c. Personnel-Risk Management Committee (Armstrong/Collett) Alternate: Summerfield 1) Minutes of meeting held August 11 appeared in the Agenda. Items acted upon or discussed during the meeting were as follows: ACWA/JPIA general liability insurance deposit premium; damage claim filed by Dan W. Baer; approval of position upgrade from Sr. Project Engineer to Sr. Project Manager; approval of contract with Project Partners for temporary employment services; and status of recruitments, risk management activities and personnel on administrative leave. 2) Meeting scheduled for September 8, 4:00 p.m. is rescheduled for September 22 at 4:00 p.m. d. Planning-Engineering-Operations Committee (Mills/Armstrong) Alternate: Beverage 1) Minutes of meeting held August 21 appeared in the Agenda. Items acted upon or discussed during the meeting were as follows: hydrogeologic support services for two new groundwater wells; professional engineering support services for Well Optimization Study; Purchase Order for emergency repairs to Well No. 11; proposed action plan responding to OC Grand Jury Report; and status report on capital improvement projects in progress. 2) Meeting scheduled for September 4, 4:00 p.m. e. Public Information-Technology Committee (Collett/Beverage) Alternate: Armstrong 1) Minutes of the meeting held August 27 were presented at the meeting. The item acted upon during the meeting was the Public Information Campaign. Director Collett reported that a meeting will be scheduled at the next Board meeting to be held on September 11. The meeting scheduled for September 2 is cancelled. -5- 2008-142 f. MWDOC Ad Hoc Committee (Mills/Collett) Alternate: Summerfield 1) Minutes of meeting held August 26 were distributed at the Board meeting. Items discussed during the meeting were as follows: Metropolitan Water supply situation; MWDOC Allocation Plan progress; California Water Bond; recent Grant/Funding; and MWDOC Governance Study Update. Vice President Mills commented on the supporting materials and tables. Assistant General Manager Vecchiarelli said the grant authorizes up to $200,000 per agency, and the District can expect a portion of that amount. The state is offering funding on a matching basis. He explained. g. City of Placentia Ad Hoc Committee (Beverage/Payne) 1) Meeting scheduled for September 8 at 11:00 a.m. at the District offices. INTERGOVERNMENTAL MEETINGS 11. a. Yorba Linda City Council, August 19 No one attended. b. MWDOC Board, August 20 (Staff) Staff did not attend as there were no items of importance to the District. c. OCWD Board, August 20 (Staff) Staff did not attend as there were no items of importance to the District. d. Yorba Linda Planning Commission, August 27 No one attended as there were no items immediately pertinent to the District. -6- 2008-143 BOARD OF DIRECTORS ACTIVITY CALENDAR Authorization to attend meetings scheduled after August 28, 2008. Agenda is available in the District office prior to meeting. Seotember 2008 Yorba Linda City Council, Sept 2, 6:30 .m. Mills MWDOC/MWD Joint Workshop, Sept 3, 7:30 a.m. Staff OCWD Board, Sept 3, 5:00 .m. Staff Plan nin -En ineerin -O erations Committee, Sept 4, 4:00 .m. Mills/Armstrong Finance-Accounting Committee, Sept 9, 4:00 p.m. Bevera a/Summerfield Yorba Linda Planning Commission, Set 10, 7:00 .m. Summerfield District Board Meeting, Set 11, 8:30 a.m. Executive-Admin-Or anizational Committee, Sept 16, 4:00 .m. Summerfield/Mills Yorba Linda City Council, Sept 16, 6:30 .m. MWDOC Board, Sept 17, 7:30 a.m. Staff OCWD Board, Sept 17, 5:00 .m. Staff Personnel-Risk Management Committee, Sept 22, 4:00 .m. Alt. Summerfield/Collett Yorba Linda Planning Commission, Sept 24, 7:00 .m. Collett Distric g - , r -let 25, 8_30 ~ --s October 2008 MWDOC/MWD Joint Workshop, Oct 1, 7:30 a.m. Staff OCWD Board, Oct 1, 5:00 .m. Staff Planning-Engineering-Operations Committee, Oct 2, 4:00 p.m. Mills/Armstrong Public Information Committee, Oct 7, 4:00 .m. Collett/Beverage Yorba Linda City Council, Oct 7, 6:30 p.m. Summerfield District Board Meeting, Oct 9, 8:30 a.m. Personnel-Risk Management Committee, Oct 13, 4:00 .m. Armstrong/Collett Finance-Accounting Committee, Oct 14, 4:00 p.m. Bevera a/Summerfield MWDOC Board, Oct 15, 7:30 a.m. Staff OCWD Board, Oct 15,5:00 p.m. Staff Yorba Linda Planning Commission, Oct 15, 7:00 .m. Collett Executive-Admin-Or anizational Committee, Oct 21, 4:00 .m. Summerfield/Mills Yorba Linda City Council, Oct 21, 6:30 p.m. Mills District Board Meeting, Oct 23, 8:30 a.m. MWDOC Ad Hoc Committee Meeting, Oct 28,4:00 p.m. Mills/Collett Yorba Linda Planning Commission, Oct 29, 7:00 .m. Summerfield 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 ADJOURN TO CLOSED SESSION 13. None -7- 2008-144 ADJOURNMENT On a motion by Director Beverage, seconded by Director Collett, the Board of Directors voted 5-0 to adjourn at 10:05 a.m. to a regular meeting of the Board of Directors scheduled for September 11, 2008, at 8:30 a.m., at 1717 E. Miraloma Avenue, Placentia 92870. Kenneth R. Vecchiarelli Assistant Secretary -8-