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HomeMy WebLinkAbout2006-06-08 - Board of Directors Meeting MinutesMINUTES OF THE YORBA LINDA WATER DISTRICT BOARD OF DIRECTORS REGULAR MEETING June 8, 2006 2006-85 The June 8, 2006 regular meeting of the Yorba Linda Water District Board of Directors was called to order by President Paul R. Armstrong at 8:30 a.m. The meeting was held at District Headquarters, 4622 Plumosa Drive, Yorba Linda. DIRECTORS PRESENT AT ROLL CALL Paul R. Armstrong, President Ric Collett, Vice President Michael J. Beverage William R. Mills John W. Summerfield STAFF PRESENT Michael A. Payne, General Manager Kenneth Vecchiarelli, Asst. G.M. Diane Cyganik, Finance Director Amelia Cloonan, Admin Secretary DIRECTORS ABSENT AT ROLL CALL None Arthur G. Kidman, General Counsel, entered the meeting at 8:32 a.m. INTRODUCTION OF VISITORS AND PUBLIC COMMENTS Brett Barbre, MWDOC Director, gave a brief update on MWDOC activities and tax collections. SPECIAL RECOGNITION None CONSENT CALENDAR (Items 1 through 3) On a motion by Director Beverage, seconded by Vice President Collett, the Board of Directors voted 5-0 to approve the Consent Calendar. Minutes of the Regular Board of Directors meeting held May 25, 2006. Recommendation: Approve the minutes as presented. 2. Payment of bills, refunds, and wire transfers. Recommendation: Ratify and authorize disbursements in the amount of $405,618.76. 3. Construction of Lakeview Booster Station. Recommendation: That the Board of Directors approve the Progress Payment No. I in the net amount of $46,260 to Schuler Engineering for the construction of Lakeview Booster Station, Project No. 200505. -1- 2006-86 ACTION CALENDAR 4. Investment Report for the Quarter Ending March 31, 2006. Finance Director Cyganik presented the report. There was a request for a comparison of interest from last year at this time to this year. Staff will put this information together for the Board. On a motion by Director Mills, seconded by Director Summerfield, the Board of Directors voted 5-0 to receive and file the investment report for the quarter ending March 31, 2006. 5. Financial Statements for the Tenth Month of Fiscal year 2005-2006 Period Ending April 30, 2006. Finance Director Cyganik presented the report and addressed the question posed at the last board meeting about the March 2006 financial statement notes. Note #1, Water Fund, was incorrect. The water rates were included in the budget. Additionally, the increase in non-operating expense was intended to be in the budget last year, but it was not. The main reason for the increase in operating expense is long term debt. There was a question about why the District received more in property taxes than budgeted. General Manager Payne said collection of the taxes took place later. On a motion by Vice President Collett, seconded by Director Beverage, the Board of Directors voted 5-0 to receive and file the financial statements for the ten months of fiscal year 2005-2006 ending April 30, 2006. Director Beverage declared a financial conflict of interest with respect to Item 6 and left the meeting during discussion of the item. Brett Barbre left the meeting at 8:45 a.m. 6. Combined Cast Iron Replacement and Sewer Improvement Projects. Assistant General Manager Vecchiarelli presented a revised agenda report and proceeded to summarize the project. There are sensitive timing issues involving schools, the City of Yorba Linda and sewers. Bids were opened on June 7. Three bids were received from Vido Artukovich and Sons, E.J. Meyers and BRH Garner West. One other bid from Miramontes was received after the deadline and not accepted. The bids ranged from a high of $5.3 million to $3.6 million. Vido Artukovich & Sons, Inc.Nidmar, Inc. were the apparent low bidders. The District's engineer, Tetra Tech, carefully reviewed all the bids and contractor's qualifications. A written report prepared by Tetra Tech was distributed to the Board of Directors. The consultant found the bidgs to be correct and that the contractor was qualified. The consultant recommended the District award a contractor to Vido Artukovich & Sons, Inc.Nidmar, Inc. in the amount of $3.6 milllion. The District will insure that if there are items outside the scope of work, there will be a process for appropriate change orders. -2- 2006-87 Assistant General Manager Vecchiarelli gave background of the project and other related projects. There was discussion about the price difference between the lowest bid and the higher bids. Director Mills complimented staff on its coordination of these projects. Lee Cory, Operations Manager, joined the meeting at 9:08 a.m. General Counsel Kidman gave part of his attorney report. There was a meeting last week between the District and S&S regarding the future annexation of the S&S properry near the NOCCCD. The political issue is their sale of a portion of their project for the high school site. The District has not seen the provision that S&S put on sale of that land. They would bring utilities up to the property line. S&S did not say they would build water and sewer up to District standards. This must be accomplished by the end of June or the agreement is the District's, which would put the District in the position of messing up the deal for the high school site. The water toll for the high school is significantly higher than the water toll for houses. Those at S&S who are unaware of the school's higher requirements are frustrated with the District's requirements. There are issues of fire fighting, landscaping and irrigation with a school. The Board needs to be aware of this situation. General Manager Payne reported the District has a meeting scheduled with the school district on Friday, June 9 to discuss the need for additional storage. On a motion by Director Mills, seconded by Director Summerfield, the Board of Directors voted 4-0-1, with Director Beverage abstaining, to authorize the President and Secretary to execute a Construction Agreement with Vido Artukovich & Sons, Inc./Vidmar, Inc., a J.V., the lowest responsive bidder, in the amount of $3.6 million, subject to approval as to form by General Counsel, for the Combined Cast Iron Replacement and Sewer Improvement Projects, and Authorize the General Manager to amend the Professional Services Agreement with Tetra Tech, Inc. for Construction Engineering and Inspection Services for the project in the amount of $276,823. A recess was declared at 9:29 a.m. The Board of Directors reconvened in open session at 9:36 a.m. Director Beverage reentered the meeting. REPORTS, INFORMATION ITEMS AND COMMENTS 7. a. President's Report There was no report. b. Directors Reports Director Summerfield presented a newsletter, Main Lines, and a water quality report from Big Bear for staff to review. -3- 2006-88 1) General Managers Report General Manager Payne reported 1) Form 460's and 470's were handed out to the Directors. Staff requested the forms be returned by July 29. 2) The District's picnic will be held June 17 at Irvine Park. 3) District offices will be closed July 3 and July 4 in observance of the holiday. 4) There are problems with the District's telephone system. The problems were unexpected and being investigated by AT&T, Toshiba and the consultant. Adjustments are being made to insure phone calls are answered. 5) Scuba divers are checking and filming the Highland Reservoir today. 2) General Counsel's Report General Counsel Kidman reported that his office is moving to the central tower effective July 1. COMMITTEE REPORTS 8. a. Executive-Administrative-Organizational Committee (Armstrong /Collett) Alternate: Beverage 3) Meeting scheduled for June 20, 4:00 p.m. b. Finance-Accounting Committee (Collett/Mills) Alternate: Summerfield 1) Meeting scheduled for June 12, 4:00 p.m. c. Personnel-Risk Management Committee (Beverage/Summerfield) Alternate: Collett 1) Minutes of meeting held May 22 were in the agenda. 4) Meeting scheduled June 13, 4:00 p.m. at the Richfield Plant Boardroom. d. Planning-Engineering-Operations Committee (Summerfield/Mills) Alternate: Armstrong 1) Minutes of meeting held June 1 were in the agenda. 2) Meeting scheduled for July 6, 4:00 p.m. e. Public Information Committee (Mills/Collett) Alternate: Summerfield 1) Minutes of meeting held June 6 will appear in the Agenda for June 22 -4- 2006-89 Director Mills reported the committee discussed an article about the recent LAFCO MSR on the District for the July edition of West Coast Magazine. One item was changed. An article for Waterlines regarding the Orange County Water District dispute was revised. The committee also discussed the SmarTimer program and MWDOC school program. General Manager Payne reported the District cosponsored a SmarTimer seminar with MWDOC on June 7 at the Richfield Plant with about a dozen people attending from the cities, Friends Church, homeowners associations and the school district, mostly commercial users. 2) The meeting of July 3 will be rescheduled. f. Building Ad Hoc Committee (Beverage/Summerfield) Alternate: Collett 1) Meeting scheduled June 15, 4:00 p.m. at the Richfield Plant Boardroom. g. MWDOC Ad Hoc Committee (Armstrong/Beverage) Alternate: Mills 1) Meeting scheduled for June 27, 4:00 p.m. INTERGOVERNMENTAL MEETINGS 9. a. WACO, June 2 General Counsel Kidman attended. There was discussion about the levees. b. Yorba Linda City Council, June 6 Director Collett attended. A new Finance Department investment policy was adopted. The District may want to compare and review this policy at a future Finance-Accounting Committee meeting. c. MWDOC/MWD Joint Workshop, June 7 No one attended. e. OCWD Board, June 7 No one attended. -5- 2006-90 BOARD OF DIRECTORS ACTIVITY CALENDAR Authorization to attend meetings scheduled after June 8, 2006. Agenda is available in the District office prior to meeting. June Finance-Accounting Committee, June 12, 4:00 p.m. Collett/Mills Personnel-Risk Management Committee, June 13, 4:00 .m. Bevera a/Summerfield Yorba Linda Planning Commission, June 14, 6:30 p.m. Mills//A/t. Summerfield Building Ad Hoc Committee, June 15, 4:00 .m. Bevera a/Summerfield Executive-Admin-Or anizational Committee, June 20, 4:00 .m. Armstrong/Collett Yorba Linda City Council, June 20, 6:30 .m. Collett/ Alt. Summerfield MWDOC Board, June 21, 8:30 a.m. Staff OCWD Board, June 21, 5:00 .m. Staff MWDOC Ad Hoc Committee, June 27, 4:00 .m. Armstrong/Beverage Yorba Linda Planning Commission, June 28, 6:30 .m. Mills/ Alt. Summerfield ISDOC Quarter) Meeting, Thursday, June 29, 11:30 a.m. Mills JUIV Public Information Committee, July 3, 4:00 p.m. - Cancelled Mills/Collett Planning-Engineering-Operations Committee, Jul 6, 4:00 .m. Summerfield/Mills WACO, Jul 7, 7:30 a.m. Mills MWDOC/MWD Joint Workshop, Jul 5, 8:30 a.m. Staff OCWD Board, Jul 5, 5:00 .m. Staff Yorba Linda City Council, June 6, 6:30 .m. Collett/ Alt. Summerfield Finance-Accounting Committee, Jul 10, 4:00 .m. Collett/Mills Personnel-Risk Management Committee, Jul 11, 4:00 p.m. Bevera a/Summerfield Yorba Linda Planning Commission, June 12, 6:30 .m. Mills//Alt. Summerfield Executive-Admin-Or anizational Committee, Jul 18, 4:00 .m. Armstrong/Collett Yorba Linda City Council, Jul 18, 6:30 p.m. Collett/ Alt. Summerfield MWDOC Board, Jul 19, 8:30 a.m. Staff OCWD Board, Jul 19, 5:00 p.m. Staff Yorba Linda Planning Commission, Jul 26, 6:;a() p. rl. Mi1';s l A. surrtm r i ld CONFERENCES AND SEMINARS 10. 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. Signing ceremony and luncheon celebration the Prado Dam Water Conservation Memorandum of Agreement, Wednesday, July 7, 11:30 a.m., OCWD Field Headquarters, 4060 La Palma, Anaheim. Director Mills and General Manager Payne will attend. -6- 2006-91 ADJOURNMENT On a motion by Director Beverage, seconded by Directors voted 5-0 to adjourn at 10:02 a.m. to Directors scheduled for Thursday, June 22, 2006, Yorba Linda 92886. Michael A. Payne Secretary/General M Director Summerfield, the Board of a regular meeting of the Board of at 8:30 a.m., at 4622 Plumosa Drive, -7- 2006-92 -8-