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HomeMy WebLinkAbout2007-06-14 - Board of Directors Meeting Minutes2007-95 MINUTES OF THE YORBA LINDA WATER DISTRICT BOARD OF DIRECTORS REGULAR MEETING June 14, 2007 The June 14, 2007 regular meeting of the Yorba Linda Water District Board of Directors was called to order by President Ric Collett at 8:30 a.m. The meeting was held at District Headquarters, 4622 Plumosa Drive, Yorba Linda. DIRECTORS PRESENT AT ROLL CALL Ric Collett, President John W. Summerfield, Vice President Paul R. Armstrong Michael J. Beverage William R. Mills STAFF PRESENT Michael A. Payne, General Manager Kenneth R. Vecchiarelli, Asst. G.M. Diane Cyganik, Finance Director Gina Knight, HR Manager Art Vega, Acting IT Manager John De Criscio, Chief Plant Operator Stacy Bavol, Customer Service Supervisor Amelia Cloonan, Executive Secretary Todd Howard, IT Technician INTRODUCTION OF VISITORS AND PUBLIC COMMENTS None SPECIAL RECOGNITION None Director Beverage requested Item 7 be. pulled from the Consent Calendar because of an economic interest and stated he would not vote on this Item. CONSENT CALENDAR (Items 1 through 8) On a motion by Director Beverage, seconded by Director Mills, the Board of Directors voted 5-0 to approve Consent Calendar items 1, 2, 3, 4, 5, 6 and 8. Minutes of the Regular Board of Directors meeting held May 24, 2007. Recommendation: Approve the minutes as presented. 1- 2. Payment of bills, refunds, and wire transfers. Recommendation: Ratify and authorize disbursements in the amount of $1,669,072.09 3. Progress Payment No. 1 for Construction of the Lakeview Reservoir. Recommendation: Approve Progress Payment No. 1 in the net amount of $162,153.90 to SSC Construction, Inc. for construction of the Lakeview Reservoir, Job No. 200704. -1- 2007-96 4. Progress Payment No. 13 to Schuler Engineering for the Construction of the Lakeview Booster Station. Recommendation: Approve Progress Payment No. 13 to Schuler Engineering Corporation in the net amount of $143,713.68 for construction of the Lakeview Booster Station, Job No. 200505. 5. Progress Payment No. 3 to Grant General Contractors for the Construction of the New District Administration Building. Recommendation: Approve Progress Payment No. 3 in the net amount of $402,339.41 to Grant General Contractors for the construction of the new Administration Building, Job No. 200313. 6. Declaration of Restrictive Covenants with MBK Homes, Inc., Tract 17079. Recommendation: Authorize the President and Secretary to execute the Declaration of Restrictive Covenants, subject to approval as to form by General Counsel, with MBK Homes, LTD, Job No. 200619. 8. Assembly Bill 1260 (Caballero) Recommendation: That the Board of Directors direct the General Manager to send letters of support for this bill to the District's legislative representatives. On a motion by Director Mills, seconded by President Collett, the Board of Directors voted 4-0-1, with Director Beverage abstaining, to approve Consent Calendar item 7. 7. Terms and conditions for Water and Sewer Service with Upper K-Shapell, a Joint Venture, for Phase Two of Tract 16987. Recommendation: Approve the Terms and Conditions for Water and Sewer Service with Upper K-Shapell, a Joint Venture for Phase Two of Tract 16987, Job No. 200702. President Collett stated the Closed Session would be moved to the last item in the Agenda. ACTION CALENDAR 10. Consider Letter from Grandview Homeowners General Counsel Kidman entered the meeting at 8:37 a.m. General Manager Payne presented the report. The District received the letter from the homeowners regarding the Grandview sewer construction on May 22. Assistant General Manager Vecchiarelli recounted the history of the situation. Cost estimates were previously submitted to homeowners. Both costs and fees have increased over time. Mr. Vecchiarelli gave an outline of those costs, both the original costs and current costs. Director Mills stated the last plan worked out by the PEO Committee has not been presented to the homeowners. Assistant General Manager Vecchiarelli said the ballpark number is $18-22,000 range with fees and work on the homeowners' side of the line as additional costs. Individuals -2- 2007-97 who never committed to the project are the ones who are complaining the most about fees to be paid. The District attempted to inform them of an approximation of all the fees for their information. President Collett asked that a letter be sent to the homeowners acknowledging receipt by the Board of their letter and that it has been forwarded to the Planning- Engineering-Operations Committee for review. Director Summerfield stated there is a number someone should come up with to show how much value is added to the house by virtue of putting in a connection to the sewer as opposed to being on septic. Assistant General Manager Vecchiarelli said the final cost is being divided by ten now as another homeowner may add on. General Manager Payne stated the issue is the homeowners want to pay the original price quoted three years ago. General Counsel Kidman stated verbal contracts are enforceable, but what are the terms? As a government agency if you make special deals, you must be able to articulate the reasons why. President Collett requested this matter go back to the PEO Committee. On a motion by Director Mills, seconded by Vice President Summerfield, the Board of Directors voted 5-0 to send this item back to the Planning Engineering Operations Committee's July 5 meeting. 11. Consider 2007/08 & 2008/09 Draft Budget. General Manager Payne presented the report. He stated the members of the Personnel Risk Management Committee reviewed concerns and cut some staff positions. Nine new positions were cut to four. Of the nine positions, there were some carryovers from the previous budget. The possibility of contract work was discussed. There was discussion about the positions cut, about authorized positions, about specific positions and duties and staffing and titles. Director Mills asked about pursuing the idea of the limited term employee. General Manager Payne asked to schedule a Personnel-Risk Management Committee meeting next week. The final format will come to the Board with the budget. The Board suggested each committee review the staffing as part of the program with the Personnel-Risk Management Committee looking at the overall staff. A request was made to include footnotes in the budget for cross referencing to assumptions. These footnotes will be added. A recess was declared at 10:34 a.m. Stacy Bavol, Diane Cyganik, John De Criscio, Gina Knight, Todd Howard and Art Vega left the meeting. The Board of Directors reconvened at 10:43 a.m. with all Directors present. -3- 2007-98 DISCUSSION ITEMS 12. Status Report on the Terms and Conditions for the Placentia Yorba Linda Unified School District Annexation.- General Manager Payne reported the meeting scheduled for June 13 was cancelled and will be rescheduled. Director Beverage suggested a Director should attend the meeting along with a PYLUSD Director. It was also suggested a letter be presented to the PYLUSD documenting the situation. 13. Status Report on YLWD's request to Orange County Water District for the annexation of Districts lands. A meeting is scheduled for July 19, 10:00 a.m. to 12 noon with LAFCO. On June 11, Mike Payne and Ken Vecchiarelli and Debbie Trabattoni and Christie McDaniel met with Orange County Supervisor Bill Campbell and a staff member to discuss the Bryant Ranch annexation to OCWD. REPORTS. INFORMATION ITEMS AND COMMENTS 14. a. President's Report There was no report. b. Directors Reports There was no report. c. General Managers Report Letters were mailed out in the proper time frame regarding the public hearing notice on the sewer rate increase. Paving on Kellogg at Grandview will take place next week. d. General Counsel's Report General Counsel Kidman attended a conference this week. It will be mandated that the District pay attention to global warming. There has been a ruling that LADWP rates are illegal requiring a $300 million refund. Part of the basis of the ruling has to do with the San Marcos legislation, because one public agency is charging a. capital fee on another public agency, and this is not allowed. COMMITTEE REPORTS 15. a. Executive-Administrative-Organizational Committee (Collett/Summerfield) Alternate: Armstrong 1) Meeting scheduled for June 19, 4:00 p.m. b. Finance-Accounting Committee (Mills/Beverage) Alternate: Summerfield 1) Minutes of meeting held May 22 will appear in the agenda for June 14 -4- 2007-99 The Yorba Linda Water District Sewer Maintenance Report Fiscal Year 2007-08 was discussed. The "Draft" financial aspects of the 2007/08 and 2008/09 Budget were reviewed. 2) Minutes of meeting held June 8 will appear in the agenda for June 28. The "Draft" financial aspects of the 2007/08 and 2008/09 Budget were reviewed. 3) Meeting scheduled for July 10, 4:00 p.m. c. Personnel-Risk Management Committee (Summerfield/Armstrong) Alternate: Mills 1) Minutes of meeting held June 11 will appear in the agenda for June 28. The committee reviewed: staffing requirements for the 2007/08 and 2008/09 Budget and the classification of positions (exempt/non-exempt). Status reports on District personnel and risk management activities were presented. 2) Meeting scheduled for July 9, 4:00 p.m. 3) There is the need to hold a meeting before the next Board meeting. Thursday, June 21 at 4:00 p.m. was selected. d. Planning-Engineering-Operations Committee (Armstrong/Mills) Alternate: Collett 1) Minutes of meeting held June 7. The Committee discussed the Capital improvement and Replacement Plan for FY 2007-2012. Standing items discussed included: a status report on monthly water production, purchased import and in lieu for May 2007, the progress of capital improvement projects and the progress of OCWD Annexation Request. 2) Meeting scheduled for July 5, 4:00 p.m. e. Public Information Committee (Collett/Beverage) Alternate: Armstrong 1) Minutes of meeting held June 12 will appear in the agenda for June 28. President Collett reported the Committee reviewed: the 2007 Public Health Goals Report and Public Information portion of the 2007/08 and 2008/09 Budget. Discussion items included: the SmarTimer rebate program, the District's GIS project and participation by the District in the upcoming "Relay for Life, August 10-11. -5- 2007-100 2) The meeting scheduled for July 3 is rescheduled for July 11, 4:00 p.m. f. Building Ad Hoc Committee (Summerfield/Beverage) Alternate: Armstrong 1) Minutes of meeting held May 31. Vice President Summerfield reported that out of 5 potential proposals, there was one respondent for the water feature designers/consultants for the new administration building. The Committee received a status reports on a meeting with the City of Placentia held May 29 regarding Miraloma/Richfield Road street improvement projects. A status report was also presented on the construction schedule. 2) Meeting scheduled for June 19, 4:00 p.m. g. MWDOC Ad Hoc Committee (Beverage/Collett) Alternate: Mills 1) Meeting scheduled for June 26, 4:00 p.m. h. City of Placentia Ad Hoc Committee (Beverage/Payne) 1) The meeting originally scheduled for June 20 will be rescheduled. INTERGOVERNMENTAL MEETINGS 16. a. ISDOC, May 31 No one attended. b. WACO, June 1 No one attended. c. Yorba Linda City Council, June 5 No one attended. d. MWDOC Board, June 6 General Manager Payne reported their Board discussed Met's long range finance plan. This will be added to the MWDOC/YLWD Ad Hoc Committee agenda for further discussion. e. OCWD Board, June 6 General Manager Payne reported their Board approved an annual renewal of dental insurance. Mr. Payne said he would follow up to compare costs. f. Yorba Linda Planning Commission, June 12 No one attended. -6- 2007-101 BOARD OF DIRECTORS ACTIVITY CALENDAR Authorization to attend meetings scheduled after June 14, 2007. Agenda is available in the District office prior to meeting. mina 7nm Executive-Admin-Or anizational Committee, June 19, 4:00 .m. Collett/Summerfield Yorba Linda City Council, June 19, 6:30 .m. Mills MWDOC Board, June 20, 8:30 a.m. Staff OCWD Board, June 20, 5:00 .m. Staff Building Ad Hoc Committee, June 21, 4:00 p.m. Cancelled Summerfield/Bevera e Personnel-Risk Management Committee, June 21, 4:00 .m. SummerfieId/Arm strong Yorba Linda Planning Commission, June 27, 6:30 .m. Summerfield iii" qnn7 MWDOC/MWD Joint Workshop, Jul 4, 8:30 a.m. (HOLIDAY) Staff OCWD Board, Jul 4, 5:00 .m. HOLIDAY Staff Yorba Linda City Council, Jul 3, 6:30 .m. Collett Planning-Engineering-Operations Committee, Jul 5, 4:00 .m. Armstrong/Mills WACO, Jul 6, 7:30 a.m. Mills Personnel-Risk Management Committee, Jul 9, 4:00 .m. Summerfield/Armstron Finance-Accounting Committee, Jul 10, 4:00 .m. Mills/Beverage Public Information Committee, Jul 11, 4:00 .m. Collett/Beverage Yorba Linda Planning Commission, Jul 11, 6:30 .m. Armstrong Executive-Admin-Or anizational Committee, Jul 17, 4:00 .m. Collett/Summerfield Yorba Linda City Council, Jul 18, 6:30 .m. Mills MWDOC Board, Jul 18,8:30 a.m. Staff OCWD Board, Jul 18, 5:00 .m. Staff Building Ad Hoc Committee, Jul 19, 4:00 .m. Summerfield/Bevera e Yorba Linda Planning Commission, Jul 25, 6:30 p.m. Summerfield CONFERENCES AND SEMINARS 17. 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 The Board of Directors adjourned to Closed Session at 11:21 a.m. All Directors were present. ADJOURN TO CLOSED SESSION 9. Public Employee Performance Evaluation [Government Code Section 54957] Title: General Manager RECONVENE IN OPEN SESSION The Board of Directors reconvened in open session at 12:08 p.m. CLOSED SESSION REPORT There was no Closed Session report. -7- 2007-102 ADJOURNMENT The Board of Directors voted to adjourn at 12:15 p.m. to a regular meeting of the Board of Directors scheduled for Thursday, June 28, 2007, at 8:30 a.m., at 4622 Plumosa Drive, Yorba Linda 92886. Michael A. Payne Secretary -8-