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HomeMy WebLinkAbout2011-04-11 - Board of Directors Meeting Minutes 2011-061 MINUTES OF THE ' YORBA LINDA WATER DISTRICT BOARD OF DIRECTORS REGULAR MEETING April 14, 2011 1. CALL TO ORDER The April 14, 2011 regular meeting of the Yorba Linda Water District Board of Directors was called to order by President Beverage at 8:33 a.m. The meeting was held at the District's Administrative Office at 1717 E Miraloma Ave, Placentia CA 92870. 2. PLEDGE OF ALLEGIANCE 3. ROLL CALL DIRECTORS PRESENT STAFF PRESENT Michael J. Beverage, President Ken Vecchiarelli, General Manager Phil Hawkins, Vice President Steve Conklin, Engineering Manager Robert R. Kiley Lee Cory, Operations Manager Gary T. Melton Stephen Parker, Finance Manager ' Art Vega, Interim IT Director Annie Alexander, Executive Secretary DIRECTORS ABSENT Ric Collett OTHER VISITORS Brett Barbre, Director, Municipal Water District of Orange County (MWDOC) Nancy Rikel, Mayor, City of Yorba Linda Art Kidman, General Counsel, McCormick, Kidman & Behrens Dan Payne, Partner, McCormick, Kidman & Behrens Greg Meyers, Vice Chair, Citizens Advisory Committee Todd Kurtz, Citizens Advisory Committee Applicant 4. ADDITIONS/DELETIONS TO THE AGENDA Mr. Vecchiarelli requested to remove Check Nos. 56206 and 56304 from Item No. 6.3. as payment to these vendors was no longer required. Mr. Vecchiarelli then requested to defer Item No. 7.3. to the next regular Board meeting when Director Collett would be present. The Board approved both of these requests. 1 2011-062 5. PUBLIC COMMENTS ' Director Barbre presented the Board with a framed poster commemorating MWDOC's 60th anniversary. He then provided the Board with an overview of the current water supply situation and encouraged staff to keep tabs on the Greenhouse Gas Bill (AB32). Director Barbre then responded to questions from the Board regarding options available for water storage and the affects of the water surplus on California farmers. Mr. Kurtz introduced himself to the Board and explained that he was applying for a seat on the Citizens Advisory Committee. Mr. Kurtz then provided a brief summary of his work experience and expressed his desire to serve on the Committee. 6. CONSENT CALENDAR President Beverage removed Item Nos. 6.6. and 6.7. from the Consent Calendar for separate action. On a motion by Director Melton, seconded by Director Kiley, the Board voted 4-0 to approve the Consent Calendar with the exception of Check Nos. 56206 and 56304 on Item No. 6.3. and Item Nos. 6.6. and 6.7. 6.1. Minutes of the Board of Directors Regular Meeting Held March 24, 2011 Recommendation: That the Board of Directors approve the , minutes as presented. 6.2. Minutes of the Board of Directors Special Meeting Held March 25, 2011 Recommendation: That the Board of Directors approve the minutes as presented. 6.3. Payments of Bills, Refunds, and Wire Transfers Recommendation: That the Board of Directors ratify and authorize disbursements in the amount of $2,388,979.99. 6.4. Progress Payment No. 1 for Construction of the Emergency Pumpout Facilities and Anaheim Interconnection Project Recommendation: That the Board of Directors approve Progress Payment No. 1 in the net amount of $38,745.00 to GCI Construction, Inc. for construction of the Emergency Pumpout Facilities and Anaheim Interconnection Project, Job Nos. 200903 & 200906. ' 2 f 2011-063 ' 6.5. Progress Payment No. 1 for Construction of the Vista Del Verde Valve Replacement Project Phases II & III Recommendation: That the Board of Directors approve Progress Payment No. 1 in the net amount of $167,408.44 to Stephen Doreck Equipment Rentals, Inc. for construction of the Vista Del Verde Valve Replacement Project Phases 11 & lll, Job No. 200908. 6.8. Backhoe Engine Replacement Recommendation: That the Board of Directors approve Coastline Equipment install a new engine in Backhoe #139 at a cost of $14,302.56. 6.9. 2010 Update of the Urban Water Management Plan Recommendation: That the Board of Directors direct staff to post a Notice of Public Hearing for its meeting on May 12, 2011 to receive public comments on the 2010 Update of the Urban Water Management Plan. 6.10 Funding of Additional Water Education in District Elementary Schools ' Recommendation: That the Board of Directors approve payment of $3,500 to MWDOC for additional water education for elementary school students within the District. 6.11. Damage Claim Filed by Theresa S. Stacer Recommendation: That the Board of Directors reject the claim filed on behalf of Theresa S. Stacer. 6.12. Reschedule Board Meetings Recommendation: That the Board of Directors reschedule these regularly scheduled Board meetings as follows: ■ Reschedule Thursday, April 28, 2011 to Wednesday, April 27, 2011 at 8:30 a.m. ■ Reschedule Thursday, May 12, 2011 at 8:30 a.m. to 6:30 p.m. the same day. ■ Reschedule Thursday, June 23, 2011 at 8:30 a.m. to 6:30 p.m. the same day. ' ITEMS REMOVED FROM THE CONSENT CALENDAR Staff responded to questions from the Board regarding the parties responsible for the cost of installing the lateral line related to Item No. 6.6. and the impact of Item No. 6.7. on the nearby pipeline replacement project. 3 2011-064 6.6. Terms and Conditions for Sewer Service with Michael & Alison Ellis Recommendation: That the Board of Directors approve the Terms and Conditions for Sewer Service with Michal and Alison Ellis for 4562 Palm Avenue, Yorba Linda, Job No. 201103. 6.7. Declaration of Restrictive Covenants with Wayne and Karen Lenz Recommendation: That the Board of Directors authorize the President and Secretary to execute the Declaration of Restrictive Covenants, subject to approval as to form by General Counsel, with Wayne and Karen Lenz. On a motion by Director Melton, seconded by Director Hawkins, the Board voted 4-0 to approve Item Nos. 6.6. and 6.7. 7. ACTION CALENDAR 7.1. Award of Construction Contract for Ohio St. and Oriente Dr. Pipeline Replacement Mr. Conklin provided a brief overview of the bids received for this project and responded to questions from the Board regarding nearby projects and ' the possibility of future change orders. On a motion by Director Kiley, seconded by Director Hawkins, the Board voted 4-0 to award the Contract for Construction of the Ohio St. and Oriente Dr. Pipeline Replacement Project for $1,389,089 to Mamco Construction & Development. 7.2. Agreement for Fairmont Reservoir and Booster Station Site Improvements Mr. Conklin provided a summary of the site improvements needed related to the project. On a motion by Director Melton, seconded by Director Hawkins, the Board voted 4-0 to authorize the President and Secretary to execute the Finance, Design and Construction Agreement for Fairmont Booster Pump Station Improvements. 7.3. City of Yorba Linda Sewer System Transfer This item was deferred to the next regular Board meeting. 4 2011-065 ' 7.4. MWDOC Board and Member Agency Elected Officials' Forum - April 28, 2011 Mr. Vecchiarelli explained that MWDOC had requested an elected official from the District be designated to attend this event. Director Barbre addressed the Board and stated that more than one individual could attend the event. Mr. Vecchiarelli stated that Mr. Conklin was also planning to attend. On a motion by Director Hawkins, seconded by Director Kiley, the Board voted 4-0 to: (1) designate President Beverage to attend and act as the District's official representative for this event; and (2) authorize Director Melton to also attend this event. Mr. Kurtz left the meeting at this time. 8. REPORTS. INFORMATION ITEMS AND COMMENTS 8.1. President's Report President Beverage reported that both he and Director Melton had observed the interviews and selection process for the vacant Customer Service Supervisor position earlier in the week. Director Beverage characterized the process as lengthy and interesting. He suggested that it ' was an experience that each of the Board members should take part in, just as each of our employees should experience a Board Meeting at least once. Director Beverage also commended Mrs. Knight in running a good interview process. 8.2. Directors' Reports Director Kiley reported that the Orange County Transportation Authority was funding a project to sync the traffic lights on Yorba Linda Blvd. He further reported that a plaque was being placed at Fire Station 10 in Yorba Linda honoring the firefighters from that station. 8.3. General Manager's Report Mr. Vecchiarelli reported that he had spoken with Joyce Crosthwaite of the Orange County Local Area Formation Commission regarding the District's boundaries in the Locke Ranch area in Yorba Linda. Mr. Vecchiarelli then provided a brief report on a dual water leak and gas main leak on Rose Drive south of Bastanchury Rd. He reported maintenance crews from both YLWD and the Gas Company cooperated to repair these leaks and to restore traffic flow in the area. 8.4. General Counsel's Report ' Mr. Kidman commented on the possible annexation of the Locke Ranch area and stated that his office had recently provided the District with its first legislative report for the year. 5 2011-066 8.5. Future Agenda Items and Staff Tasks ' None. 9. COMMITTEE REPORTS Director Barbre left the meeting at this time. 9.1. Executive-Administrative-Organizational Committee (Beverage/Hawkins) Meeting scheduled April 19, 2011 at 10:00 a.m. 9.2. Finance-Accounting Committee (Collett/Kiley) Minutes of the meeting held April 11, 2011 were provided at the meeting. Directors Collett and Kiley attended. Matters discussed during the meeting were as follows: February 2011 Budget to Actual Results; February 2011 Investment Report; Preliminary 2012 Budget Numbers; FY 2011/12 Budget Calendar Update; Draft Finance Department Budget; Investment Policy Annual Review; and Annual Reserve Policy Review. Meeting scheduled May 9, 2011 at 4:00 p.m. ' 9.3. Personnel-Risk Management Committee (Kiley/Beverage) Minutes of the meeting held April 12, 2011 were provided at the meeting. Directors Kiley and Beverage attended. Matters discussed during the meeting were as follows: Damage Claim Filed by Theresa S. Stacer; Draft FY 2011/12 Human Resources/Risk Management Department Budget; Draft FY 2011/12 Labor & Benefits Budget; Status of Human Resources and Risk Management Activities; and Status of Recruitments and Authorized/Budgeted Positions. Meeting scheduled May 10, 2011 at 4:00 p.m. 9.4. Planning-Engineering-Operations Committee (Melton/Collett) Minutes of the meeting held April 12, 2011 were provided at the meeting. Directors Melton and Collett attended. Matters discussed during the meeting were as follows: Construction Contract for Ohio St. and Oriente Dr. Pipeline Replacement; 2010 Update of the Urban Water Management ' Plan; Agreement for Fairmont Reservoir and Booster Pump Station Site Improvements; Backhoe Engine Replacement; Draft FY 2011/12 Engineering Department Budget; Draft CIP for FY 2011/12; Draft FY 2011/2012 Operations Department Budget; Alternative Fuel Report; 6 2011-067 ' Monthly Preventative Maintenance Program Report; Monthly Groundwater Production and Purchased Import Water Report; Site for Proposed Well No. 21; Groundwater Producers Meeting Report; and Status Report on Capital Projects in Progress. Meeting scheduled May 5, 2011 at 4:00 p.m. 9.5. Public Affairs-Communications-Technology Committee (Hawkins/Melton) Minutes of the meeting held April 11, 2011 were provided at the meeting. Directors Hawkins and Melton attended. Matters discussed during the meeting were as follows: Draft 2011 Water Quality Report; Draft Public Affairs Budget; Draft I.T. Department Budget; Cell Phone Contracts; Computerized Maintenance & Management System Project Status; Video Recording of Board of Directors Meetings; Governor Brown's End of Drought Declaration; Ideas for Spring Newsletter Content; Online Sign Up for Water Service; Sewer Transfer Community Outreach and Education; and Annexations and District Boundaries. Meeting scheduled May 2, 2011 at 4:00 p.m. Director Kiley suggested that the Board consider conducting another workshop meeting to discuss the budget in early May. 9.6. MWDOC/OCWD Ad Hoc Committee (Beverage/Hawkins) Minutes of the meeting held April 7, 2011 were provided in the agenda packet. Directors Beverage and Hawkins attended. Matters discussed during the meeting were as follows: MWDOC Member Agencies Agreement; Impacts of Water Supply Conditions; Metropolitan Issues: Rates and Budget, Potential Changes of Local Resources Program, Other Issues; Update on Poseidon Project; MWDOC Elected Officials' Forum; OC-51 Modifications; Expansion of OCWD Groundwater Replenishment System; and OCWD Annexation Update. Meeting scheduled May 24, 2011 at 4:00 p.m. 9.7. Citizens Advisory Committee (Beverage) President Beverage requested that this report be taken at the beginning of future Board meetings to better accommodate the reporting Committee ' member. 7 2011-068 Minutes of the meeting held March 28, 2011 were provided in the agenda ' packet. Director Beverage attended. Mr. Meyers provided a brief report regarding matters discussed during the meeting including: Presentation by Operations Department-Maintenance Division Regarding Maintenance of District Fire Hydrants; Minutes of the Citizens Advisory Committee Meeting Held February 28, 2011; Citizens Advisory Committee Member to Present Meeting Minutes at Next Board of Directors Meeting on April 14, 2011; Update on CAC Applicants and Selection Process; Elk Mountain Reservoir Practice Field Project Update; and City of Yorba Linda Sewers Update. Meeting scheduled April 25, 2011 at 8:30 a.m. 10. INTERGOVERNMENTAL MEETINGS 10.1. WACO - April 1, 2011 (Hawkins) Director Hawkins attended and commented on the Water Bond and the Delta Conservancy Strategic Plan which were discussed during the meeting. Director Hawkins also reported that an organization named California Forward was pushing for the consolidation of special districts. 10.2. YL City Council - April 5, 2011 (Hawkins) Director Hawkins attended and reported that an agreement to transfer the ' City owned sewers to the District was approved during the meeting. Director Melton stated that he thought this decision by the City Council was in the best interest of the citizens of Yorba Linda and thanked Mayor Rikel for her support. 10.3. MWDOC/MWD Workshop-April 6, 2011 (Melton) Director Melton did not attend. Mayor Rikel left the meeting at this time. 10.4. OCWD Board -April 6, 2011 (Kiley) Director Kiley attended but had nothing of interest to the District to report. 10.5. YL Planning Commission -April 13, 2011 (Kiley) Director Kiley attended and commented on a property line adjustment along Route 90 which was discussed during the meeting. 11. BOARD OF DIRECTORS ACTIVITY CALENDAR 11.1. Meetings from April 15, 2011 -May 31, 2011 The Board reviewed the listed meetings and made no additional changes. ' 8 2011-069 ' 12. CONFERENCES AND SEMINARS 12.1. SDLGI Advanced Studies - April 28-29, 2011 Preventing Workplace Harassment, Discrimination and Retaliation - May 19, 2011 OC Water Summit - May 20, 2011 AWWA Conference -June 12-16, 2011 On a motion by Director Hawkins, seconded by Director Kiley, the Board voted 4-0 to authorize Director Melton to attend the Preventing Workplace Harassment seminar and Directors Hawkins and Kiley to attend the OC Water Summit. A brief recess was declared at 10:10 a.m. The meeting reconvened at 10:15 a.m. 13. CLOSED SESSION The meeting was adjourned to Closed Session at 10:15 a.m. All Directors in ' attendance were present. Also present was Mr. Vecchiarelli. 13.1. Conference with Real Property Negotiators Pursuant to Section 54956.8 of the California Government Code Property: 4622 Plumosa Dr, Yorba Linda CA Agency Negotiators: Ken Vecchiarelli Negotiating Parties: City of Yorba Linda Under Negotiation: Price and Terms of Payment The Board reconvened in Open Session at 10:55 a.m. President Beverage announced that no action was taken during Closed Session that was required to be reported under the Brown Act. 14. ADJOURNMENT 14.1. The meeting was adjourned at 10:57 a.m. A special meeting of the Board of Directors to conduct candidate interviews for the Citizens Advisory Committee will be held April 20, 2011 at 5:00 p.m. A special meeting of the Board of Directors to conduct a facilities tour is also scheduled for April 21, 2011 at 8:00 a.m. The next regular meeting of the Board of Directors will be held April 27, 2011 at 8:30 a.m. Kenneth R. Vecchiarelli Board Secretary 9