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HomeMy WebLinkAbout2011-06-09 - Board of Directors Meeting Minutes 2011-099 ' MINUTES OF THE YORBA LINDA WATER DISTRICT BOARD OF DIRECTORS REGULAR MEETING June 9, 2011 1. CALL TO ORDER The June 9, 2011 regular meeting of the Yorba Linda Water District Board of Directors was called to order by President Beverage at 8:02 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 Lee Cory, Operations Manager Ric Collett Steve Conklin, Engineering Manager Robert R. Kiley Stephen Parker, Finance Manager Gary T. Melton Art Vega, Interim IT Director Delia Lugo, Senior Accountant Joann Gitmed, Accounting Asst II Cheryl Jubrey, Customer Svc Supervisor Jennifer Hill, Meter Services Lead Dane Dettore, Meter Reader I Damon Micalizzi, Public Info Officer Cyndi Botts, Management Analyst Annie Alexander, Executive Secretary OTHER VISITORS Nancy Rikel, Mayor, City of Yorba Linda Art Kidman, General Counsel, Kidman, Behrens & Tague Richard Kreisler, Labor Counsel, Liebert Cassidy Whitmore (Attended Closed Session Only) 4. ADDITIONS/DELETIONS TO THE AGENDA None. President Beverage announced that Item No. 15.2. would be taken following Item No. 7.1. to accommodate the attendance of Mr. Kreisler. 5. PUBLIC COMMENTS None. 1 2011-100 6. SPECIAL RECOGNITION ' 6.1. Introduce Dane Dettore, Newly Hired Meter Reader I Mr. Parker introduced Mr. Dettore and provided the Board with an overview of his background and work experience. 6.2. Introduce Cheryl Jubrey, Newly Hired Customer Service Supervisor Mr. Parker introduced Ms. Jubrey and provided the Board with an overview of her background and work experience. Mr. Parker further explained that Ms. Jubrey first began working for the District as a temp in the Finance Department approximately 3 years ago. During this time, Ms. Jubrey also provided assistance in the Customer Service Department and was recently hired to fill the permanent position of Customer Service Supervisor. Ms. Hill and Mr. Dettore left the meeting at this time. 6.3. Recognize Staff for Receipt of Certificate of Achievement for Excellence in Financial Reporting for Preparation of the Comprehensive Annual Financial Report (CAFR) for FY 2009/2010 Mr. Vecchiarelli reported that staff had submitted the District's first ever CAFR level audit report to the California Society of Municipal Financial Officers (CSMFO) and Government Finance Officers Association (GFOA) for ' review and consideration in their respective award programs. Staff received notice earlier this year that the District had received the Excellence in Financial Reporting Award from the GFOA and the Outstanding Financial Reporting Award from the CSMFO. Mr. Vecchiarelli presented the Board with a plaque provided by the GFOA commemorating this achievement. Mr. Vecchiarelli then expressed his appreciation to Mr. Parker and Mses. Lugo, Gitmed and Botts for their assistance in the compilation of this document. The Board also offered their congratulations to these staff members for their accomplishments. Mses. Lugo, Gitmed and Jubrey left the meeting at this time. A brief recess was declared at 8:11 a.m. The meeting reconvened at 8:15 a.m. 2 2011-101 7. CLOSED SESSION The meeting was adjourned to Closed Session at 8:16 a.m. All Directors were present. Also present were Messrs. Vecchiarelli and Kreisler. 7.1. Conference with Labor Negotiators Pursuant to Section 54956.7 of the California Government Code Agency Designated Representatives: Ken Vecchiarelli Richard Kreisler Employee Organization: Yorba Linda Water District Employees Association 15.2. Public Employee Performance Evaluation Pursuant to Section 54957 of the California Government Code Title: General Manager The Board reconvened in Open Session at 9:11a.m. Mr. Kreisler left the meeting at this time. 8. CONSENT CALENDAR On a motion by Director Collett, seconded by Director Kiley, the Board voted 5-0 to approve the Consent Calendar. 8.1. Minutes of the Board of Directors Regular Meeting Held May 26, 2011 Recommendation: That the Board of Directors approve the minutes as presented. 8.2. Minutes of the Board of Directors Special Meeting Held May 31, 2011 Recommendation: That the Board of Directors approve the minutes as presented. 8.3. Minutes of the Board of Directors Workshop Meeting Held June 1, 2011 Recommendation: That the Board of Directors approve the minutes as presented. 8.4. Payments of Bills, Refunds, and Wire Transfers Recommendation: That the Board of Directors ratify and authorize ' disbursements in the amount of $554,261.62. 3 2011-102 8.5. Approval of Change Order No. 1 for Highland Pump Station Replacement ' Project Recommendation: That the Board of Directors approve Change Order No. 1 for 21 additional work days to Pacific Hydrotech Corporation for construction of the Highland Pump Station Replacement Project, Job No. 200814. 8.6. Notice of Completion for Vista Del Verde Valve Replacement Project Recommendation: That the Board of Directors authorize staff to file the Notice of Completion and release the retention thirty five days following recordation, 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 construction of the Vista el Verde Valve Replacement Project, Job No. 200908. 8.7. Renewal of Supply Contract with Dean Criske Trucking Recommendation: That the Board of Directors authorize the General Manager to execute the annual renewal option of the Supplier Contract with Dean Criske Trucking, to supply road repair materials ' for the period of July 1, 2011 through June 30, 2012, with a total estimated contract cost of $15,000. 8.8. Renewal of Supply Contract with P.T.I Sand & Gravel, Inc. Recommendation: That the Board of Directors authorize the General Manager to enter into the renewal option agreement as part of our Supplier Contract with P.T.1. The new term of the contract will be 12 months with service starting on July 1, 2011 and ending on June 30, 2012, with a total estimated contract cost of $15,000. 8.9. Renewal of Supplier Contract with Nickey Petroleum, Inc. Recommendation: That the Board of Directors authorize the General Manager to enter into the renewal option agreement as part of our Supplier Contract with Nickey Petroleum, Inc. The new term of the contract will be 12 months with service starting on July 1, 2011 and ending on June 30, 2012, with a total estimated contract cost of $161,800.00. 4 i 2011-103 ' 8.10 Renewal of Janitorial Contract with Merchants Building Maintenance Recommendation: That the Board of Directors authorize the General Manager to execute the annual renewal option for a Janitorial Service Contract with Merchants Buildings Maintenance, for the period of July 1, 2011 through June 30, 2012, with a total estimated contract cost of $71,917.56. 8.11. Renewal of Maintenance Contract with Marina Landscape Recommendation: That the Board of Directors authorize the General Manager to execute the annual renewal option of the Maintenance and Supplier Agreement with Marina Landscape, for the period of July 1, 2011 through June 30, 2012, with a total estimated contract cost of $50,706.04. 8.12. Renewal of Uniform Contract with Aramark Recommendation: That the Board of Directors authorize the General Manager to execute the annual renewal option of the Supplier Contract with Aramark, to supply uniforms, floor mats and hand towels for the period of July 1, 2011 through June 30, 2012, for a total ' estimated contract cost of $14,000. 8.13. MWDOC SmartTimer Agreement for FY 2011/13 Recommendation: That the Board of Directors authorize the General Manager to execute the renewal of MWDOC's SmartTimer Rebate Agreement for FY 2011113. 9. ACTION CALENDAR 9.1. Water Conservation Ordinance - Moving from Stage 2 to No Stage - Permanent Restrictions Only Mr. Vecchiarelli explained that based on a downgrade in MWD's Water Alert Stages, staff was recommending that the Board consider downgrading the District's Water Conservation Stage from a "Stage 2" to a "No Stage" restriction. Mr. Vecchiarelli then responded to questions from the Board. Following brief discussion, Director Collett questioned whether this action needed to be adopted by the Board as a resolution. Mr. Kidman stated that the Board could adopt a resolution to this effect at this time. 5 2011-104 On a motion by Director Kiley, seconded by Director Melton, the Board voted , 5-0 on a Roll Call to adopt a Resolution (number to be determined) declaring that the District's water conservation stage restriction be lowered from "Stage 2: Reduce Usage from 10%-20%" to "No Stage - Permanent Restrictions Only". (Resolution No. 11-13 was later presented to the Board for ratification at the June 23, 2011 meeting.) 9.2. Adoption of the 2011-2013 Strategic Plan Mr. Vecchiarelli began his comments by thanking the Board for their participation in the development process of this document. The Board then commended staff for their related efforts and recognized Mrs. Botts for her hard work on this project. President Beverage also requested Mr. Micalizzi pass on his gratitude to the Employee-Productivity-Innovation- Communication Committee for their work on this project. On a motion by Director Collett, seconded by Director Melton, the Board voted 5-0 to adopt the 2011-2013 Strategic Plan. 9.3. Agreement Between Municipal Water District of Orange County and its Member Agencies Director Melton requested that this item be deferred to a future meeting when Brett Barbre, Director for the Municipal Water District or Orange ' County could be in attendance. Following discussion, it was the consensus of the Board that this item be deferred to the June 23, 2011 meeting. 10. DISCUSSION ITEMS 10.1. Proposed Budget for FY 2011/12 Mr. Vecchiarelli recognized Mrs. Botts for her significant contributions towards the development of this document. Mr. Vecchiarelli further stated that staff was planning to submit the finalized budget to the Government Finance Officers Association for consideration in its award program once again. Mr. Parker provided the Board with an overview of the recent revisions to the document. Mr. Vecchiarelli and Mr. Parker then responded to questions from the Board regarding the forecasted revenue and expenses, personnel, variable costs and capital improvement projects. President Beverage requested that a temporary freeze be placed on filling the vacant IT Manager position until the Personnel-Risk Management Committee had a chance to review available staffing options. President Beverage then stated that the final version of the draft budget would be presented to the Board for consideration at the June 23, 2011 meeting. 10.2. Proposed Budgeted Positions for FY 2011/12 Mr. Vecchiarelli provided the Board with a revised listing of the proposed ' budgeted positions for the next fiscal year. President Beverage requested that a footnote be added to the document indicating that the part time positions receive no benefits. This item will be presented to the Board for consideration at the June 23, 2011 meeting. 6 2011-105 ' 10.3. Draft Reserve Policy for FY 2011/12 Mr. Parker provided the Board with a brief summary of the revisions to the proposed policy including the addition of a new reserve and some minor language changes. This item will be presented to the Board for consideration at the June 23, 2011 meeting. Mayor Rikel left the meeting at this time. 11. REPORTS. INFORMATION ITEMS AND COMMENTS 11.1. President's Report President Beverage did not have any comments. 11.2. Directors' Reports None. 11.3. General Manager's Report Mr. Vecchiarelli reported that the Orange County Grand Jury would be releasing its compensation survey of Orange County water and sanitation districts on June 10, 2011. Mr. Vecchiarelli further explained that he had an opportunity to preview the report and provided the Grand Jury with feedback ' regarding their findings. Staff will send a link to the report to the Board via e- mail once it has been made available to the public. 11.4. General Counsel's Report Mr. Kidman briefly commented on the anniversary of the 1911 blanket easement for the original Yorba Linda tract. 11.5. Future Agenda Items and Staff Tasks None. 12. COMMITTEE REPORTS 12.1. Executive-Administrative-Organizational Committee (Beverage/Hawkins) Meeting scheduled June 21, 2011 at 4:00 p.m. President Beverage requested that the following items be added to the agenda for this meeting: ■ Name Change of MWDOC/OCWD Ad Hoc Committee ■ Discussion of Grant Proposals ' 12.2. Finance-Accounting Committee (Collett/Kiley) Meeting scheduled June 13, 2011 at 4:00 p.m. 7 2011-106 12.3. Personnel-Risk Management Committee ' (Kiley/Beverage) Meeting scheduled June 14, 2011 at 4:00 p.m. 12.4. Planning-Engineering-Operations Committee (Melton/Collett) Minutes of the meeting held June 2, 2011 were provided in the agenda packet. Directors Melton and Collett attended. Matter discussed during the meeting included: Approval of Change Order No. 1 for Highland Pump Station Replacement Project; Renewal of Supply Contract with Dean Criske Trucking; Renewal of Supply Contract with P.T.I. Sand & Gravel, Inc.; Renewal of a Supplier Contract with Nickey Petroleum, Inc.; Renewal of Janitorial Contract with Merchants Building Maintenance; Renewal of Maintenance Contract with Marina Landscape; Renewal of Uniform Contract with Aramark; Award of AC-Heating Contract; Monthly Groundwater Production and Purchased Water Report; Monthly Preventative Maintenance Program Report; Groundwater Producer Meeting Notes; Status Report on Capital Projects in Progress. A copy of the Status Report on Capital Projects in Progress for June will be ' forwarded to the Board of Directors via e-mail as it was inadvertently left out of the agenda packet. In the future, this report will be provided to the Board on a monthly basis along with the minutes from the Planning-Engineering- Operations Committee meetings. Meeting scheduled July 7, 2011 at 4:00 p.m. 12.5. Public Affairs-Communications-Technology Committee (Hawkins/Melton) Meeting scheduled June 17, 2011 at 12:00 p.m. 12.6. MWDOC/OCWD Ad Hoc Committee (Beverage/Hawkins) Meeting scheduled July 26, 2011 at 4:00 p.m. 12.7. Citizens Advisory Committee (Beverage) Minutes of the meeting held June 3, 2011 were provided in the agenda packet. Director Beverage attended. No business was discussed during the , meeting as the Committee participated in a tour of the District's facilities. Meeting scheduled June 27, 2011 at 8:30 a.m. 8 2011-107 13. INTERGOVERNMENTAL MEETINGS 13.1. MWDOC/MWD Workshop - June 1, 2011 (Melton/Staff) Director Melton attended and commented on a presentation regarding long term solutions for the Bay-Delta problem which was provided at the meeting. 13.2. OCWD Board -June 1, 2011 (Kiley/Staff) Director Kiley was unable to attend this meeting due to the Board of Directors Workshop meeting held the same afternoon. 13.3. WACO - June 3, 2011 (Hawkins) Director Hawkins attended and commented on the increased water supply, upcoming ACWA and CSDA conferences, and future water demands which were discussed during the meeting. Director Hawkins encouraged interested members of the Board to attend the next meeting as a presentation regarding the Prado Dam was scheduled to be provided. 13.4. YL City Council - June 7, 2011 (Hawkins) Director Hawkins attended and reported that the majority of the meeting consisted of a public hearing regarding the Draft Housing Element Implementation Program and Environmental Impact Report. Approximately 2000 affordable housing units are planned for construction as part of the proposed program. 13.5. YL Planning Commission -June 8, 2011 (Kiley) This meeting was rescheduled to June 15, 2011. Director Hawkins will attend this meeting as neither Director Kiley nor Director Collett will be available. Director Kiley will attend the meeting scheduled June 29, 2011. 14. BOARD OF DIRECTORS ACTIVITY CALENDAR 14.1. Meetings from June 10, 2011 - July 31, 2011 The Board reviewed the listed meetings and made no additional changes. Directors Kiley and Melton both expressed interest in attending the WACO meeting scheduled July 8, 2011. Authorization for their attendance will be added to the next Board meeting agenda. Mr. Vecchiarelli mentioned that a meeting regarding the Elk Mountain Practice Field was tentatively scheduled for July 21, 2011 at 6:30 p.m. President Beverage requested that a discussion item regarding this matter be added to the next Executive-Administrative-Organizational Committee meeting agenda. Mr. Vecchiarelli stated that this item was scheduled to be ' placed on the next Public Affairs-Communications-Technology Committee meeting agenda for discussion. 9 2011-108 A brief recess was declared at 10:38 a.m. ' The meeting reconvened at 10:45 a.m. 15. CLOSED SESSION CONTINUED The meeting was adjourned to Closed Session at 10:45 a.m. All Directors were present. Also present were Messrs. Vecchiarelli and Kidman. 15.1. Public Employee Discipline/Dismissal/Release Pursuant to Section 54957 of the California Government Code The Board reconvened in Open Session at 11:04 a.m. President Beverage announced that no action was taken on Item Nos. 7.1. during Closed Session that was required to be reported under the Brown Act. President Beverage further reported that the Board had authorized Legal Counsel to retain an independent hearing officer for the case related to Item No. 15.1. This included authorizing the Board President and Legal Counsel to execute any necessary agreements for the provision of these services. In addition, the Board approved a written performance evaluation of the General Manager during discussion of Item No. 15.2. 16. ADJOURNMENT 16.1. The meeting was adjourned at 11:05 a.m. The next regular meeting of the Board of Directors will be held June 23, 2011 at 6:30 p.m. (The time of this meeting was subsequently changed to 6:00 p.m. to accommodate a Closed Session with legal counsel.) Ke eth R. Vecchiarelli Board Secretary 10