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HomeMy WebLinkAbout2007-10-11 - Board of Directors Meeting Minutes2007-163 MINUTES OF THE YORBA LINDA WATER DISTRICT BOARD OF DIRECTORS REGULAR MEETING October 11, 2007 The October 11, 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 Kenneth R. Vecchiarelli, Asst. G.M. Arthur G. Kidman, General Counsel Lee Cory, Operations Manager Art Vega, Acting IT Manager Amelia Cloonan, Exec. Secretary Gina Knight, HR Manager Sandi Van Etten, Senior Accountant Karen Salvatore, Personnel Technician Linda Bauermeister, District Counsel INTRODUCTION OF VISITORS AND PUBLIC COMMENTS Brett Barbre, MWDOC Director MWDOC Director Barbre stated there was a report in the Times about the problems with water locally. Senator Perata's bill did not pass. Governor Schwa rzenegger's $9 billion bond including a Delta phase was defeated. It is likely one or two will appear from the Attorney General for the November ballot next year. A law was signed yesterday outlawing certain development in flood plains. The quagga mussel is all over the Delta now, which will mean an additional charge for treatment twice a year. There is a 10% raise on the cost of Met water projected in 2009. The Dana Point desalination plant bill was passed in the House yesterday. SPECIAL RECOGNITION Assistant General Manager Vecchiarelli introduced Sandi Van Etten who has been promoted to Senior Accountant. HR Manager Knight introduced Karen Salvatore, newly hired Personnel Technician. Gina Knight, Karen Salvatore and Sandi Van Etten left the meeting at 8:41 a.m. CONSENT CALENDAR (Items 1 through 6) On a motion by Director Armstrong, seconded by Director Mills, the Board of Directors voted 5-0 to approve the Consent Calendar, with President Collett abstaining from voting on Item 2, check number 47521. 2007-164 Minutes of the Regular Board of Directors meeting held September 27, 2007. Recommendation: Approve the minutes as presented. 2. Payment of bills, refunds, and wire transfers. Recommendation: Ratify and authorize disbursements in the amount of $908,288,71. 3. Progress Payment for Construction of the Lakeview Reservoir. Recommendation. Approve Progress Payment No. 4 in the net amount of $880,875.47 to SSC Construction, Inc. for construction of the Lakeview Reservoir Project, Job No. 200704. 4. Progress Payment for the Lakeview Booster Pump Station. Recommendation: Approve Progress Payment No. 17 in the net amount of $59,155.49 to Schuler Engineering for Construction of the Lakeview Booster Pump Station, Job No. 200505. 5. Progress Payment and Change Order for the New Administration Building. Recommendation: Approve Progress Payment No. 7 in the net amount of $459,352.13 and Change Order No. 2 in the amount of $40,833.84 to J.E. Grant General Contractors for construction of the New Administration Building, Job No. 200313. 6. Final Progress Payment for Lakeview Reservoir Storm Drain Structures. Recommendation: Approve Final Progress Payment No. 3 in the net amount of $10,800.00 to Paulus Engineering, 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 for the Lakeview Reservoir Storm Drain Structures, Job No. 200505. Brett Barbre left the meeting at 8:44 a.m. The Board of Directors adjourned to Closed Session at 8:44 a.m. with all Directors present. Also present were Assistant General Manager Vecchiarelli, General Counsel Kidman and District Counsel Bauermeister. ADJOURN TO CLOSED SESSION 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 and Jong Wen Wu vs. City of Yorba Linda and Yorba Linda Water District, Orange County Superior Count Case No. 060000083. RECONVENE IN OPEN SESSION The Board of Directors reconvened in open session at 9:22 a.m. Linda Bauermeister left the meeting. Lee Cory, Amelia Cloonan and Art Vega rejoined the meeting. -2- 2007-165 CLOSED SESSION REPORT There was no Closed Session Report. President Collett and Director Beverage recused themselves from voting on Item 8 due to a financial interest. They left the meeting during discussion of this item. ACTION CALENDAR 8. Consider approval of an Agreement between the City of Placentia and Yorba Linda Water District for the Improvement of Miraloma Avenue, the Improvement of Richfield Road and Reimbursement for Storm Drain Improvements. Assistant G.M. Vecchiarelli stated the Placentia City Council approved the agreement on October 2. General Counsel Kidman said the old agreement is being replaced by the present agreement. The storm drain is completed. Mira Loma improvements are going to be funded with the District paying certain fees. Any balances required to complete will be advanced to the City of Placentia to be repaid to the District in five years. The work will be completed by the end of January 2008. Once District General Manager Payne and Placentia City Administrator Bob Dominguez worked out the details in concept, there was good cooperation between the City Engineer and staff, and the agreement was worked out expeditiously. On a motion by Director Mills, seconded by Vice President Summerfield, the Board of Directors voted 3-0, with President Collett and Director Beverage excused, to approve and authorize the President and Secretary to execute the agreement between the City of Placentia and Yorba Linda Water District for the Improvement of Miraloma Avenue, the Improvement of Richfield Road and Reimbursement for Storm Drain Improvements, subject to approval as to form by General Counsel. President Collett and Director Beverage rejoined the meeting. 9. Consider GIS Implementation Phase I: GIS Water & Sewer Data Conversion Project. President Collett reported the item was discussed at the Public Information-Technology Committee meeting, and the Committee recommends approval. Acting IT Manager Vega reported this project involves scanning in plat sheets and creating a basis for GIS. On a motion by Director Armstrong, seconded by President Collett, the Board of Directors voted 5-0 to authorize the President and Secretary to execute a Professional Services Agreement with DSCE in the amount $183,576 for the GIS Water & Sewer Data Conversion Project, Job No. 200609, subject to approval as to form by General Counsel. -3- 2007-166 DISCUSSION ITEMS 10. Consider declaring the District's General Counsel Kidman presented selling the Plumosa property. Plumosa property and building as surplus. the report on the preliminary procedures for The property must first be declared surplus. Then, the property must be offered to a number of public agencies. A private party developing low income housing would have to make a special request. Agencies have sixty days to express interest. It is not mandatory to sell the property to them. In order to avoid a gift of public funds issue, an appraisal should be done, and a fair market value should be applied. The superintendent of schools asserted to General Manager Payne that the school has to be offered an opportunity to purchase the property at a discounted price. No authority was found for this. Intraschool there may be some requirement. The building must be declared surplus in order to sell or lease the property. There was discussion about the ramifications of selling or leasing. General Counsel Kidman stated the District is not required to state an offering price, but the recommendation is the District needs to know what the value of the property is, and the appraisal will look at zoning. Assistant General Manager Vecchiarelli stated his understanding that staff should wait to move forward with the appraisal until the District is as close as two months away from occupying the new building. The Board will have time to consider the item. President Collett reiterated the staff should wait until after the first of the year to set an appraisal. REPORTS, INFORMATION ITEMS AND COMMENTS 11. a. President's Report President Collett noted there are a lot of articles coming out about water conservation. b. Directors Reports Vice President Summerfield asked for clarification on the two parades. The District has entered a "float" in the Placentia Heritage Days Parade on October 13. The District will have a "float" in Yorba Linda's Fiesta Days Parade and will man a booth after the parade. Director Armstrong is already driving a vehicle in the parade. Vice President Summerfield and Director Mills will ride in a car provided for them. Director Armstrong distributed copies of a list ("Where Orange County water agencies get their water (in percentages)") published in The Orange County Register yesterday. There were questions about some of the percentages listed for the various cities. The information presented was for the 2005-2006 fiscal year. Director Mills explained some of the numbers. -4- 2007-167 c. General Managers Report Assistant General Manager Vecchiarelli reported the District and City of Yorba Linda participated in a joint emergency operations center exercise and drill on October 10. The exercise/drill was monitored and set up by an outside company. Operation Manager Cory commented there are areas of improvement needed for which we will be seeking training. WEROC, the City of Yorba Linda, the Orange County Fire Authority, Brea Police Department, the Red Cross and the school district also participated. d. General Counsel's Report General Counsel Kidman had nothing further to report. COMMITTEE REPORTS 12. a. Executive-Administrative-Organizational Committee (Collett/Summerfield) Alternate: Armstrong 1) Meeting scheduled for October 16, 4:00 p.m. b. Finance-Accounting Committee (Mills/Beverage) Alternate: Summerfield 1) Minutes of meeting held October 3. Director Mills reported. The committee discussed water rates and water rate issues, including MWDOC refunds, replenishment assessments imposed by OCWD, YLWD's rate increase of 2004, pass through of rate increases by other agencies imposed on YLWD and issuance of debt to fund Capital Projects identified in the Budget. The meter replacement program, east side vs. west side and contractor vs. staff, was discussed. 2) Minutes of meeting held October 9 will appear in the Board agenda for October 25. Director Mills reported the bond issue was discussed. The committee is concerned that perhaps at the present time all we need to do is go forward with an increase to support the bond issue. 3) Meeting scheduled for October 16, 8:30 a.m. Cancelled. 4) Meeting scheduled for November 13, 9:00 a.m. c. Personnel-Risk Management Committee (Summerfield/Armstrong) Alternate: Mills 1) Minutes of meeting held October 8 will appear in the Board agenda for October 25. Vice President Summerfield reported the committee discussed the emergency drill, received a status report on recruitments and a status report on risk management. 2) Meeting scheduled for November 13, 4:00 p.m. -5- 2007-168 d. Planning-Engineering-Operations Committee (Armstrong/Mills) Alternate: Collett 1) Minutes of meeting held October 4. Director Armstrong reported. The committee discussed the ground lease agreement with STC One LLC for a communication system at the District's Highland Reservoir site. A status report on the Meter Replacement Program was presented as was a Preventive Maintenance Program status report. Summary reports were presented on the monthly MWDOC Managers meeting and the monthly Orange County Groundwater Producers meeting. A pie chart was presented to the committee illustrating monthly water production and purchased imports for September 2007. 2) Meeting scheduled for November 1, 4:00 p.m. e. Public Information-Technology Committee (Collett/Beverage) Alternate: Armstrong 1) Minutes of meeting held October 2. President Collett reported the committee spoke about the newly hired Assistant Administrator. The committee considered the GIS Implementation Phase I: GIS Water & Sewer Data Conversion Project and a professional services agreement with DCSE Inc. A staffing update was presented. Phil Starling attended the meeting and was involved in discussing the 100 year anniversary of YLWD serving water to the community, the 50 year anniversary as a Special District and a District video and a historical video. There was a water conservation update, a fluoridation update and a status report on District activities. Director Beverage reported the committee discussed taking a position on a drought. President Collett stated the District first needs to look at what Metropolitan and MWDOC are doing in order to align the District with those agencies. Director Mills stated the item should be sent to the Public Information-Technology Committee for further discussion. 2) Meeting scheduled for November 6, 4:00 p.m. f. Building Ad Hoc Committee (Summerfield/Beverage) Alternate. Armstrong 1) Meeting scheduled for October 18, 4:00 p.m. Cancelled. g. MWDOC Ad Hoc Committee (Beverage/Collett) Alternate: Mills 1) Meeting scheduled for October 23, 4:00 p.m. rescheduled to October 16, 10:00 a.m. -6- 2007-169 h. City of Placentia Ad Hoc Committee (Beverage/Payne) 1) Meeting to be scheduled. INTERGOVERNMENTAL MEETINGS 13. a. LAFCO meeting, October 1 (Collett and Summerfield) There was no report. b. Yorba Linda City Council, October 2 No one attended. c. WACO, October 5 No one attended. d. Yorba Linda Planning Commission, October 10 (Armstrong) Meeting cancelled. BOARD OF DIRECTORS ACTIVITY CALENDAR Authorization to attend meetings scheduled after October 11, 2007. Agenda is available in the District office prior to meeting. October 2007 Placentia Heritage Festival, Oct 13, 10:00 a.m. to 4:00 .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 .m. Staff MWDOC Ad Hoc Committee, Oct 18, 9:00 a.m. Beverage/Collett Building Ad Hoc Committee, Oct 18, 4:00 p.m. Cancelled Summerfield/Bevera e 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 .m. November 2007 Plan nin -En ineerin -O erations Committee, Nov 1, 4:00 .m. Armstrong/Mills WACO, Nov 2, 7:30 a.m. Mills Public Information Committee, Nov 6, 4:00 .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 -7- 2007-170 Veterans' Day Holiday, Nov 12 Offices Finance-Accounting Committee, Nov 13, 9:00 a.m. Mills/Beverage Personnel-Risk Management Committee, Nov 13, 4:00 .m. Summerfield/Armstron Yorba Linda Planning Commission, Nov 14, 6:30 .m. Armstrong Building Ad Hoc Committee, Nov 15, 4:00 .m. Summerfield/Bevera e Executive-Admin-Or anizational Committee, Nov 20, 4:00 .m. Collett/Summerfield Yorba Linda City Council, Nov 20, 6:30 .m. Mills Board of Directors Meeting, Nov 21, 8:30 a.m. 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 .m. Summerfield CONFERENCES AND SEMINARS 15. 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 The Board of Directors adjourned at 10:42 a.m. to a regular meeting of the Board of Directors scheduled for Thursday, October 25, 2007, at 9:30 a.m., at 4622 Plumosa Drive, Yorba Linda 92886. ! Kenneth R. Vecchiarelli Assistant Secretary -8-