HomeMy WebLinkAbout2008-10-09 - Board of Directors Meeting Minutes2008-159
MINUTES OF THE
YORBA LINDA WATER DISTRICT
BOARD OF DIRECTORS REGULAR MEETING
October 9, 2008
The October 9, 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
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
Diane Cyganik, Finance Director
Annie Alexander, Executive Secretary
Jennifer Hill, Meter Services Rep.
Nicholas Hollon, Meter Reader I
Kelly King, Meter Reader I
DIRECTORS ABSENT AT ROLL CALL
William R. Mills, Vice President
Paul R. Armstrong
INTRODUCTION OF VISITORS AND PUBLIC COMMENTS
Assistant General Manager Vecchiarelli introduced Brett Barbre, MWDOC Director.
SPECIAL RECOGNITION
Meter Services Representative Jennifer Hill, introduced Nicholas Hollon and Kelly King,
newly hired Meter Reader I's.
CONSENT CALENDAR (Items 1 through 3)
Director Beverage stated that he would need to abstain from voting on Check No.
50147 of Item 2 as he had received income over $500 within the past 12 months from
AECOM, who is the parent company of Metcalf & Eddy, Inc. General Counsel Kidman
advised that Check No. 50147 be removed from the consent calendar and brought back
for approval at the next Board meeting as there was not a quorum with Director
Beverage abstaining.
On a motion by Director Collett, seconded by Director Summen`ield, the Board of
Directors voted 3-0 to approve the Consent Calendar with the exception of Check
No. 50147 of Item 2 which is to be continued until October 23, 2008.
Minutes of the Regular Board of Directors meeting held September 25, 2008.
Recommendation: Approve the minutes as presented.
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2. Payment of bills, refunds, and wire transfers.
Recommendation: Ratify and authorize disbursements in the amount of
$2,742,591.87.
3. Progress Payment No. 5 for the Highland Reservoir Replacement Project.
Recommendation: That the Board of Directors approve Progress
Payment No. 5 in the amount of $537,436.64 to Schuler Engineering
Corporation for construction of the Highland Reservoir Replacement
Project, Job No. 200309.
Finance Director Cyganik left the meeting at this time.
ACTION CALENDAR
4. None.
DISCUSSION ITEMS
5. None.
REPORTS, INFORMATION ITEMS AND COMMENTS
6. a. President's Report
President Summerfield commented on a questionnaire and summary
report he had received from Southern California Edison regarding his
utility usage.
b. Directors' Reports
Director Beverage commented on some recent news articles regarding
homeowners being cited by city government agencies for removing sod
and installing xeriscape or synthetic turf in their yards. Citizens are
receiving a mixed message from water districts and city government
agencies regarding water conservation and landscaping codes. Staff was
encouraged to work with city agencies within the District's boundaries to
ensure that a unified message was being given to our constituents.
Director Beverage further stated that the District's voluntary conservation
measures were not working. He suggested that the District adopt a water
efficiency and public information program by November 1, 2008.
C. General Manager's Report
Assistant General Manager Vecchiarelli reported that the District had
received a public records request regarding the water usage of Yorba
Linda City officials. General Counsel Kidman explained that the District
would not be allowed to disclose these records as city officials do not have
the authority to determine the utility policies of the District. Assistant
General Manager Vecchiarelli stated that the intention of staff was to let
the customer know that these records are protected and advise him to
seek permission directly from each city official to release this information.
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General Manager Payne stated that the District's response would also be
copied to the city's Interim General Manager. Assistant General Manager
Vecchiarelli then announced that the OCWD would be celebrating their
75th anniversary on October 15, 2008. An event flyer will be provided to
the Board. Director Collett announced that the City of Yorba Linda Fiesta
Days Parade would be held October 25, 2008. Director Summerfield
stated that he planned to attend. General Manager Payne reported on the
condition of Director Armstrong.
d. General Counsel's Report
General Counsel Kidman commented on a memo provided to the Board
regarding the declaration of conflict of interests during public meetings.
Examples of declarations were discussed. Staff will continue to work with
Directors to keep them informed of potential conflict of interests.
General Counsel Kidman also reported on a workshop held October 1,
2008 by the State Water Resources Control Board (SWRCB) regarding
the development of an urban water conservation regulatory program.
MWDOC Director Barbre addressed the Board regarding this workshop
and stated that agencies seeking state funding for water management
may be required to comply with the new regulatory program. MWDOC
has requested that the SWRCB delay implementation of this requirement.
General Counsel Kidman commented on a memo sent to the District
regarding recent amendments to the Federal Credit Reporting Act called
the "Red Flag Rules". These amendments require the District to develop
and implement an identity theft prevention program by November 1, 2008.
General Counsel Kidman suggested that staff begin by documenting
security measures currently in place. The Board reviewed the new
regulations and instructed staff to produce a good faith effort to develop
such a program.
Director Summerfield requested that a report of fraudulent activity,
including bad credit card transactions and returned checks, to be provided
to the Finance-Accounting Committee for review.
General Manager Payne left the meeting at this time.
COMMITTEE REPORTS
7. a. Executive-Administrative-Organizational Committee
(Summerfield/Mills) Alternate: Collett
1) Meeting scheduled for October 21, 4:00 p.m.
b. Finance-Accounting Committee
(Beverage/Summerfield) Alternate: Mills
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1) Meeting scheduled for October 14, 4:00 p.m. This meeting was
tentatively rescheduled for 2:00 p.m. Staff will confirm time with
committee members.
C. Personnel-Risk Management Committee
(Armstrong/Collett) Alternate: Summerfield
1) Meeting scheduled for October 13, 4:00 p.m. Director Summerfield
will attend in the absence of Director Armstrong.
d. Planning-Engineering-Operations Committee
(Mills/Armstrong) Alternate: Beverage
1) Minutes of the meeting held October 2 were included in the agenda
packet. Directors Mills and Beverage attended. Items discussed
during the meeting were as follows: monthly groundwater
production and purchased water through September 2008; status of
conservation efforts and demand management; monthly
preventative maintenance; monthly groundwater producers
meeting; and the status of capital projects in progress.
2) Meeting scheduled for November 6, 4:00 p.m.
e. Public Information-Technology Committee
(Collett/Beverage) Alternate: Armstrong
1) Minutes of meeting held October 7 were presented at the meeting.
Director Beverage attended. Items discussed during the meeting
were the electronic imaging system and current public information
tactics.
2) Meeting scheduled for November 4, 4:00 p.m.
General Manager Payne rejoined the meeting at this time.
f. MWDOC Ad Hoc Committee
(Mills/Collett) Alternate: Summerfield
1) Meeting scheduled for October 28, 4:00 p.m.
g. City of Placentia Ad Hoc Committee
(Beverage/Payne)
1) Meeting to be scheduled.
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INTERGOVERNMENTAL MEETINGS
8. a. MWDOC/MWD Joint Workshop, October 1 (Staff)
Staff did not attend. Assistant General Manager Vecchiarelli reviewed
some items of interest on the agenda including the status of the second
lower cross feeder project.
b. OCWD Board, October 1 (Staff)
Staff did not attend. Assistant General Manager Vecchiarelli reported that
the OCWD's long range facilities plan was discussed during the meeting.
C. Yorba Linda City Council, October 7 (Summerfield)
Director Summerfield attended. Items on the agenda included discussion
of the coyote infestation due to the drought.
BOARD OF DIRECTORS ACTIVITY CALENDAR
Authorization to attend meetings scheduled after October 9, 2008. Agenda is available in the District office prior to
meeting.
October 2008
City of Placentia Heritage Festival Parade, Oct 11, 9:30 a.m.
Personnel-Risk Management Committee, Oct 13, 4:00 .m.
Collett/Summerfield
Finance-Accounting Committee, Oct 14, 4:00 .m.
Bevera e/Summerfield
MWDOC Board, Oct 15, 8:30 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 p.m.
Summerfield/Mills
Yorba Linda City Council, Oct 21, 6:30 .m.
Mills
District Board Meeting, Oct 23, 8:30 a.m.
City of Yorba Linda Fiesta Days Parade, Oct 25, 10:00 a.m.
MWDOC Ad Hoc Committee Meeting, Oct 28, 4:00 .m.
Mills/Collett
Yorba Linda Planning Commission, Oct 29, 7:00 p.m.
Summerfield
District Board Workshop, Oct 30, 8:00 a.m.
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November 2008
Public Information-Technology Committee, Nov 4, 4:00 p.m.
Collett/Beverage
Yorba Linda City Council, Nov 4, 6:30 .m.
Mills
MWDOC/MWD Joint Workshop, Nov 5, 8:30 a.m.
Staff
OCWD Board, Nov 5, 5:00 .m.
Staff
Plan nin -En ineerin -O erations Committee, Nov 6, 4:00 p.m.
Mills/Armstrong
Finance-Accounting Committee, Nov 10, 8:00 a.m.
Bevera a/Summerfield
Personnel-Risk Management Committee, Nov 10, 4:00 p.m.
Armstrong/Collett
Holiday, Nov 11
District Offices Closed
District Board Meeting, Nov 12, 8:30 a.m.
Yorba Linda Planning Commission, Nov 12, 7:00 p.m.
Collett
Executive-Admin-Or anizational Committee, Nov 18, 4:00 .m.
Summerfield/Mills
Yorba Linda City Council, Nov 18, 6:30 p.m.
Armstrong
MWDOC Board, Nov 19, 8:30 a.m.
Staff
OCWD Board, Nov 19, 5:00 p.m.
Staff
District Board Meeting, Nov 26, 8:30 a.m.
Yorba Linda Planning Commission, Nov 26, 7:00 .m. *
Summerfield
Holiday, Nov 27-28
District Offices Closed
*May be rescheduled due to the upcoming holidays.
CONFERENCES AND SEMINARS
9. 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.
A recess was declared at 9:41 a.m. The Board of Directors reconvened in Closed
Session at 9:51 a.m. All Directors were present. Also present were General Manager
Payne and Assistant General Manager Vecchiarelli.
ADJOURN TO CLOSED SESSION
10. Public Employee Appointment
Pursuant to Section 54957 of the California Government Code.
Title: General Manager.
11. Conference with Legal Counsel - Anticipated Litigation
Initiation of litigation pursuant to subdivision (c) of Section 54956.9 of the
California Government Code.
Number of Cases: One
CLOSED SESSION REPORT
The Board of Directors reconvened in Open Session at 10:34 a.m. There were no
reportable items from the Closed Session.
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ADJOURNMENT
On a motion by Director Beverage, seconded by Director Collett, the Board of Directors
voted to adjourn at 10:34 a.m. to a regular meeting of the Board of Directors scheduled
for October 23, 2008 at 8:30 a.m., at 1717 E. Miraloma Avenue, Placentia 92870.
Kenneth R. Vecchiarelli
Assistant Secretary
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