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HomeMy WebLinkAbout2007-09-27 - Board of Directors Meeting Minutes2007-155 MINUTES OF THE YORBA LINDA WATER DISTRICT BOARD OF DIRECTORS REGULAR MEETING September 27, 2007 The September 27, 2007 regular meeting of the Yorba Linda Water District Board of Directors was called to order by President 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 Lee Cory, Operations Manager Art Vega, Acting IT Manager Hank Samaripa, Project Engineer Amelia Cloonan, Exec. Secretary Eric Trujillo, Maintenance Worker I Kenneth Graff, Maintenance Worker I INTRODUCTION OF VISITORS AND PUBLIC COMMENTS None SPECIAL RECOGNITION Operations Manager Cory Introduced newly hired Operations Department employees, Kenneth Graff, Maintenance Worker I, and Eric Trujillo, Maintenance Worker I. Eric Trujillo and Kenneth Graff left the meeting at 8:34 a.m. CONSENT CALENDAR (Items 1 through 6) On a motion by Director Beverage, seconded by Director Armstrong, the Board of Directors voted 5-0 to approve the Consent Calendar. 1. Minutes of the Regular Board of Directors meeting held September 13, 2007. Recommendation: Approve the minutes as presented. 2. Payment of bills, refunds, and wire transfers. Recommendation: Ratify and authorize disbursements in the amount of $1,368,375.56. 3. Final Progress Payment - Miraloma Avenue Storm Drain Project. Recommendation: Approve Final Progress Payment No. 2 in the net amount of $217,070.66 to GCI Construction Inc., authorize staff to file the Notice of Completion and release the retention thirty five days following the recordation of the Notice of Completion, if no liens have been filed; release the Labor and Material Bond and release the Faithful Performance Bond in one year if no defects have been found. Project No. 200614. -1- 2007-156 4. Financial Statements for the twelfth month of fiscal year 2006-2007 for the period ending June 30, 2007. Recommendation: Receive and file the financial statements for the twelfth month of fiscal year 2006-2007 for the period ending June 30, 2007. 5. Investment Report for the quarter ending June 30, 2007. Recommendation: Receive and file the investment report for the quarter ending June 30, 2007. 6. ACWA Committee Appointment for the 2008-2009 Term. Recommendation: Approve Director William R. Mills to serve on the ACWA Groundwater Committee and Arthur G. Kidman, General Counsel on the Legal Affairs Committee. ADJOURN TO CLOSED SESSION No Closed Session was held. Items 7 and 8 were continued to the Board meeting to be held October 11, 2007. 7. Conference with Legal Counsel regarding existing litigation to which the District is a party. (Justification for Closed Session is Government Code Section 54956.9(a)) Stuart Glenn, vs. City of Yorba Linda and Yorba Linda Water District, Orange County Superior Count Case No. 06CC00083. 8. Conference with Legal Counsel regarding existing litigation to which the District is a party. (Justification for Closed Session is Government Code Section 54956.9(a)) Jong Wen Wu vs. City of Yorba Linda and Yorba Linda Water District, Orange County Superior Count Case No. 060000083. ACTION CALENDAR 9. None DISCUSSION ITEMS 10. Richfield Plant Renovation Project - Phase ill - project update. Project Engineer Samaripa distributed materials to the Board members and staff. General Manager Payne asked for clarification about the water feature planned for the front of the new Administration building. Staff's concern is that we are in time of drought. Is it appropriate for the District to move forward with a water feature. Project Engineer Samaripa explained the background and presented the artist's rendering of the water feature. Some historical features were incorporated illustrating three of the primary water distribution methods. Director Armstrong wondered about the feature's historical value and whether the majority of the residents of Yorba Linda would understand what is being presented. Director Mills stated plagues would be placed to explain the feature, weirs, nanals arc' gates, -2- 2007-157 There was extensive discussion about whether the feature should be "dry" or "wet". Director Beverage explained that every time the District starts a well up water goes out and into the storm drain, an average of 1,000 to 1,500 gallons. Well 18 is very close. A tank could be installed where the water could be utilized to fill the water feature. Water would not come out of the system. A solar screen could be placed on the water pump to make the system "green". The system could also be built with water capability in place but not used with water until the drought situation is over. There was discussion about public perception of a water feature, about the scale of the feature in relation to the building, designing to give the impression of water, the message the District is trying to convey and the use of pictures or photos to convey the message. What should be presented, the historical, water conservation or the future of water? A cost projection for the water feature is $150,000 to $200,000. It was agreed that a water conservation theme would be incorporated with a stream bed and xeriscape. Vice President Summerfield suggested using a xeriscape expert to work on the plants. President Collett asked that the District bring the landscape designer back in to suggest what will fit the area with very low maintenance. General Manager Payne stated his understanding that the bridge will still be incorporated, and there will be a dry river bed lined with river rock and synthetic turf surrounding the river bed. Someone will be brought in to do a design with a more historical theme. General Manager Payne asked for director on the selection of chairs. A description of a chair used in the City Chamber was included in the packet of material handed out by Project Engineer Samaripa. Director Armstrong asked that chairs be brought in to the District for selection. Hank Samaripa left the meeting at 9:34 a.m. REPORTS, INFORMATION ITEMS AND COMMENTS 11. a. President's Report There was no report. b. Directors Reports Director Mills reported there was a meeting at Metropolitan two weeks ago wherein it was stated there is a crisis with an expected shortage of 1.4 million acre feet of water next year. It was also reported that with the passage of the Water Resources Development Act, there is $10 million in funding for several cities in Orange County. The City of Yorba Linda has some funding under this act. -3- 2007-158 c. General Managers Report 1) MWD Fluoridation implementation There was an article in the Yorba Linda Star and the Orange County Register last week about fluoridation. This was a result of the District calling a reporter for the Register. The District met with the Cities of Yorba Linda and Placentia and the school district. The District has not taken an official position. 2) East Lake Homeowners Water Pressure Enhancement Project A developer in Vista Del Verde and Toll Brothers has been contacted. The District is investigating pumps that are using. The addresses presented by the representative of the homeowners association are being located on maps by the Engineering Department. 3) MWD Interim Agricultural Water Program General Manager Payne met with Keith Lyon, MWDOC, regarding the agricultural water program. Staff has decided there are not enough customers to make this program worthwhile, so the District will no longer participate. The District will, however, need to report for another year. 4) The Benefits Fair will be held October 31. Flu shots will be available. 5) OCWD has named a new General Manager, Mike Markus, P.E. COMMITTEE REPORTS 12. a. Executive-Administrative-Organizational Committee (Coilett/Summerfield) Alternate. Armstrong 1) Minutes of meeting held September 18, 4:00 p.m. President Collett reported. The committee considered terms of Amendments to the City of Placentia Agreement for Improvements to Richfield Road and Miraloma Avenue. The committee also considered amendments to the Board of Directors Rules of Organization and Procedures. Changes were made by General Counsel. The yellow highlighted portion was added as new. This will come back to the Board at its meeting on October 11 as a final document for approval. A clean copy will be provided to the Directors for their consideration. Discussion Items included an update by Keith Khorey of the District's investments and investment policy and a report on legislative activities by Barry Brokaw of Sacramento Advocates. General Manager Payne reported or; L AFCO activities and a letter agreement for participation in MWDOC's 'Weather Based Irrigation rimer Rebate program. General Manager Payne also reported to the committee on information requested by the Board. -4- 2007-159 2) Meeting scheduled for October 16, 2007, 4:00 p.m. b. Finance-Accounting Committee (Mills/Beverage) Alternate: Summerfield 1) Minutes of meeting held September 11. Action Items discussed included Monthly Financial Statements for the twelfth month of fiscal year 2006/2007 and the Investment Report for month ending June 30, which was accepted as presented. There was a discussion of the water rate process. Cash flow projections for fiscal 2007/08 were presented. Keith Khorey of Wells Capital Management gave, by phone, a monthly status report on the portfolio ending August 31, 2007. General Manager Payne asked that a meeting be scheduled for October 3 at 4:00 p.m. The committee members agreed. 2) Meeting scheduled for October 9, 4:00 p.m. c. Personnel-Risk Management Committee (Summerfield/Armstrong) Alternate: Mills 1) Minutes of meeting held September 10. The committee received a status report on recruitments provided by HR Manager Knight. General Manager Payne reported on Risk Management activities. HR Manager Knight also reported on a training session conducted on District facilities by ACWA/JPIA. 2) Meeting scheduled for October 8, 4:00 p.m. d. Planning-Engineering-Operations Committee (Armstrong/Mills) Alternate: Collett 1) Meeting scheduled for October 4, 4:00 p.m. e. Public Information Committee (Co I lett/Beve rage) Alternate: Armstrong 1) Minutes of meeting held September 7. Water Quality Engineer de los Reyes gave an update to the committee on fluoridation scheduled at the Robert F. Diemer Filtration Plant to commence November 19. December 13 was chosen for the public hearing on the -5- 2007-160 water rate report. Water pressure enhancement in the twin peaks area was discussed. An update on the SmarTimer rebate program was presented. A status report was presented on: The Placentia Heritage Days Parade scheduled for October 13, the Yorba Linda Fiesta Days Parade scheduled for October 27. The school information program was briefly discussed. Acting IT Manager Vega gave an update on the District's website and Phase I of the District's GIS system. 2) Meeting scheduled for October 2, 4:00 p.m. f. Building Ad Hoc Committee (Summerfield/Beverage) Alternate: Armstrong 1) Minutes of meeting held September 20. Vice President Summerfield reported. The committee members toured the administration building. The water feature conceptual drawing/design build approach was reviewed. The Board room, audio/visual requirements/Director seating were discussed. Project Engineer Samaripa reviewed the forecasted budget for the new Administration Building. General Manager Payne stated the power poles on Richfield will be relocated next Tuesday. They will be put back to the ultimate right of way. Miraloma Avenue/Van Buren Street storm drain project has been completed. Paving will be completed by January 31. The final agreement between the District and the City of Placentia will come to the Board on October 11. 2) Meeting scheduled for October 18, 4:00 p.m. g. MWDOC Ad Hoc Committee (Beverage/Collett) Alternate: Mills 1) Meeting scheduled for October 23, 4:00 p.m. Director Beverage will be unable to attend. h. City of Placentia Ad Hoc Committee (Beverage/Payne) 1) Meeting to be scheduled. INTERGOVERNMENTAL MEETINGS 13. a. Yorba Linda City Council, September 18. President Collett attended the meeting. b. MWDOC Board, September 19 (Staff) No one attended. -6- 2007-161 c. OCWD Board, September 19 (Staff) The Basin Production Percentage methodology was discussed. d. OCWD Board of Directors Workshop, September 24, 4:00 p.m. (Collett) President Collett stated the workshop really focused on Irvine and Anaheim. A lot of numbers they presented left the District out, and the District has more area to annex than Anaheim. e. Yorba Linda Planning Commission, September 26 (Summerfield) No one attended. General Manager Payne stated the District is working with Crown Castel, our tenant at Highland. We sent a letter telling them to vacate, however, they will be able to keep the tower where it is. We are renegotiating the lease. An agreement will come to the Board in October. BOARD OF DIRECTORS ACTIVITY CALENDAR Authorization to attend meetings scheduled after September 27, 2007. Agenda is available in the District office prior to meeting. October 2007 Public Information Committee, Oct 2, 4:00 .m. Collett/Beverage Yorba Linda City Council, Oct 2, 6:30 p.m. Collett MWDOC/MWD Joint Workshop, Oct 3, 8:30 a.m. Staff OCWD Board, Oct 3, 5:00 .m. Staff Plan nin -En ineerin -O erations Committee, Oct 4, 4:00 p.m. Armstrong/Mills WACO, Oct 5, 7:30 a.m. Mills Personnel-Risk Management Committee, Oct 8, 4:00 p.m. Summerfield/Armstron Finance-Accounting Committee, Oct 9, 4:00 .m. Mills/Beverage Yorba Linda Planning Commission, Oct 10, 6:30 p.m. Armstrong Placentia Heritage Festival, Oct 13, 10:00 a.m. to 4:00 p.m. Executive-Admin-Or anizational Committee, Oct 16, 4:00 .m. Collett/Summerfield Yorba Linda City Council, Oct 16, 6:30 .m. Mills MWDOC Board, Oct 17, 8:30 a.m. Staff OCWD Board, Oct 17, 5:00 p.m. Staff Building Ad Hoc Committee, Oct 18, 4:00 .m. Summerfield/Bevera e MWDOC Ad Hoc Committee, Oct 23,4:00 .m. Beverage/Collett Yorba Linda Planning Commission, Oct 24, 6:30 .m. Summerfield Board of Directors Meeting, Oct 25, 9:30 a.m. Yorba Linda Fiesta Days, Oct 27, 10:00 a.m. to 3:00 p.m. -7- 2007-162 November 2007 Plan nin -En ineerin -Operations Committee, Nov 1, 4:00 p.m. Armstrong/Mills WACO, Nov 2, 7:30 a.m. Mills Public Information Committee, Nov 6, 4:00 p.m. Collett/Beverage Yorba Linda City Council, Nov 6, 6:30 .m. Collett MWDOC/MWD Joint Workshop, Nov 7, 8:30 a.m. Staff OCWD Board, Nov 7, 5:00 .m. Staff Veterans' Day Holiday, Nov 12 Offices Closed Finance-Accounting Committee, Nov 13, 4:00 p.m. Mills/Beverage Personnel-Risk Management Committee, Nov 14, 4:00 .m. Summerfield/Armstron Yorba Linda Planning Commission, Nov 14, 6:30 p.m. Armstrong Building Ad Hoc Committee, Nov 15, 4:00 .m. Summerfield/Bevera e Executive-Admin-Or anizational Committee, Nov 20, 4:00 p.m. Collett/Summerfield Yorba Linda City Council, Nov 20, 6:30 .m. Mills MWDOC Board, Nov 21, 8:30 a.m. Staff OCWD Board, Nov 21, 5:00 p.m. Staff Thanksgiving Holiday, Nov 22 & 23 Offices Closed Yorba Linda Planning Commission, Nov 28, 6:30 p.m. Summerfield 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. None. ADJOURNMENT On a motion by Director Beverage, seconded by Vice President Summerfield, the Board of Directors voted 5-0 to adjourn at 10:12 a.m. to a regular meeting of the Board of Directors scheduled for Thursday, October 11, 2007, at 8:30 a.m., at 4622 Plumosa Drive, Yorba Linda 92886----- Michael A. Payne Secretary -8-