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HomeMy WebLinkAbout2006-10-26 - Board of Directors Meeting Minutes2006-162 MINUTES OF THE YORBA LINDA WATER DISTRICT BOARD OF DIRECTORS REGULAR MEETING October 26, 2006 The October 26, 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 William R. Mills John W. Summerfield STAFF PRESENT Michael A. Payne, General Manager Arthur G. Kidman, General Counsel Kenneth R. Vecchiarelli, Asst. G.M. Lee Cory, Operations Manager Diane Cyganik, Finance Director Amelia Cloonan, Admin Secretary Zane Woller, Maintenance Worker I Dean Escobedo, Maintenance Worker I Miguel Serna, Human Resources Tech DIRECTORS ABSENT AT ROLL CALL Ric Collett, Vice President Michael J. Beverage INTRODUCTION OF VISITORS AND PUBLIC COMMENTS None SPECIAL RECOGNITION Operations Manager Cory introduced Zane Woller and Dean Escobedo, newly hired Maintenance Worker I. Human Resources Manager Knight introduced Miguel Serna, newly hired Human Resources Technician. Zane Woller, Dean Escobedo, Miguel Serna and Gina Knight left the meeting at 8:34 a.m. CONSENT CALENDAR (Items 1 through 4) On a motion by Director Mills, seconded by Director Summerfield, the Board of Directors voted 3-0 to approve the Consent Calendar. 1. Minutes of the Regular Board of Directors meeting held October 12, 2006. Recommendation: Approve the minutes as presented. -1- 2006-163 2. Payment of bills, refunds, and wire transfers. Recommendation: Ratify and authorize disbursements in the amount of $945,902.61. 3. Cast Iron Replacement and Sewer Improvement Projects. Recommendation: Approve Progress Payment No. 2 in the net amount of $423,184.73 to Vido Artukovich and Son Inc./Vidmar Inc., a Joint Venture for construction of the combined Cast Iron Replacement and Sewer Improvement Projects, Job Nos. 200407, 200515, 200516, 200603 and 200604. 4. Consultant Agreement Addendum with Carollo Engineers for Hidden Hills Reservoir. Recommendation: Approve an Amendment to the Consultants Agreement with Carollo Engineers in an amount not to exceed $26,500 for additional services for the Hidden Hills Reservoir Project, Job No. 200028. ADJOURN TO CLOSED SESSION 5. There was no Closed Session. ACTION CALENDAR 6. Consider Professional Services Agreement with Tetra Tech for the Via Del Caballo and Palm Avenue Sewer. Assistant General Manager Vecchiarelli presented the report. This item came before the Planning-Engineering Operations Committee on October 5, 2006. There is a fast track approach to this project, which is completely financed by Shapell. On a motion by Director Mills, seconded by Director Summenfeld, the Board of Directors voted 3-0 to authorize the General Manager to execute a Professional Services Agreement with Tetra Tech for engineering design, preparation of plans, a construction cost estimate, construction management and inspection services for the Via Del Caballo and Palm Avenue Sewer, Job No. 200602. 7. Consider amending the policy of reimbursement of expenses incurred by Directors and Director Ethic Training. Assistant General Manager Vecchiarelli presented the report. This item was discussed at the Board meeting held October 12, 2006 and reflects changes discussed at that meeting. An escalator clause was not included. The Board will decide on modifications on a yearly basis. Any expense falling outside the numbers enumerated in Resolution 06-10 need advance Board approval. On a motion by Director Summerfield, seconded by Director Mills, the Board of Directors on a Roll Call voted 3-0, with Vice President Collett and Director Beverage absent, to adopt Resolution No. 06-10 Setting Forth the Policy of Reimbursement of Expenses Incurred by Directors, Director Ethics Training and Rescinding Resolution 93-05. -2- 2006-164 8. Consider adoption of the Orange County Regional Water and Wastewater Multi- Hazard Mitigation Plan. Assistant General Manager Vecchiarelli presented the report. The plan was prepared through the efforts of MWDOC with 20 agencies participating throughout Orange County. All agencies paid into the plan, which deals with interruptions to service by both man made and natural disasters. The plan is subject to review, and MWDOC asks the District to adopt the plan subject to review. This item was discussed at the Personnel-Risk Management Committee on October 10, 2006. On a motion by Director Summerfield, seconded by Director Mills, the Board of Directors on a Roll Call voted 3-0, with Vice President Collett and Director Beverage absent, to adopt Resolution 06-11 adopting the Orange County Regional Water and Wastewater Multi-Hazard Mitigation Plan, subject to incorporation of comments, if any, by the State Office of Emergency Services and the Federal Emergency Management Agency upon completion of their review and direct staff to prepare a letter to WEROC certifying adoption, substantially in the form of Exhibit A. DISCUSSION ITEMS 9. None. REPORTS, INFORMATION ITEMS AND COMMENTS 10. a. President's Report President Armstrong asked about the arrangements for the 2006 State of the City Address and the Fiesta Days parade scheduled for October 28 in Yorba Linda. b. Directors Reports Director Mills mentioned a letter received from Wes Bannister who was removed as a member of the Board of Metropolitan. MWDOC will appoint a new board member. Director Summerfield reported on the MWD Colorado River Tour he and Mrs. Summerfield recently attended. The tour included: the Mills filtration plant, Diamond Valley Lake including the nature center and new facilities, Copper Basin, a movie of the Colorado River and Glenn Canyon, the Patton Museum and Salton Sea. Director Summerfield suggested DVD's and CD's of the drawing in the Domestic Water and Sewer Facilities Construction Specifications be prepared for the District's use. c. General Managers Report General Manager Payne handed out MWDOC tour forms to the Directors and encouraged them to give these out to interested parties. Huell Howser PBS tapes have been ordered. An ACWA Alert was handed out to the Directors. The Plumosa building will be tented for termites the weekend of November 10. 2006-165 2006. General Counsel's Report General Counsel Kidman was made aware this week that the auditor has discovered a requirement for disclosure of reimbursements over $100.00 for certain expenditures, Government Code 53065.5. The disclosure must be done at least annually in a document printed by the District. The Directors already submit expense forms, which are public records. There was mention of a note to be included in the agenda, which would meet publication requirements. General Manager Payne stated a quarterly report of Director and General Manager expenses is presented to the Executive-Administrative- Organizational Committee. General Counsel Kidman reported the ACWA Legislative Committee held a planning symposium to prepare bills for the forthcoming year. Prop 218 mailings were addressed. Who an agency is required to notify is the most pressing issue. Based on logic, using a utility payer list meets the requirements of Prop 218 even though it does not meet statutory requirements. When 218 was enacted, no one thought it applied to water districts. General Counsel Kidman believes ACWA will recommend using the rate payer roll. General Manager Payne asked if a report has to come to the Board to schedule a public hearing, or can staff schedule the public hearing along with a report stating the report is being taken to the Board on a particular date? General Counsel Kidman responded staff proposes to the Board, and the Board needs to set the hearing. If the Board is not inclined to raise rates, there is no need for a public hearing. President Armstrong, Directors Mills and Summerfield and General Manager Payne agreed the District should move forward. COMMITTEE REPORTS 11. a. Executive-Administrative-Organizational Committee (Armstrong /Collett) Alternate. Beverage 1) Minutes of meeting held October 17. The Committee reviewed the policy of electing a President, Vice President and appointing corporate officers. The current committee assignments were reviewed as was the Board of Directors compensation for 2007. Amendments to the policy for individuals authorized to sign checks and use the automated check signing machine was discussed. Standing items presented were a report by telephone by Barry Brokaw of Sacramento Advocates on Legislative activities, a telephone report by Sean Fitzgerald of Townsend Public Affairs on grant activities and a telephone report by Debbie Trabattoni of the OC Advocacy Group on local water issues. The Committee also discussed future items for the agendas for the ad hoc committees of the City of Yorba Linda and the City of Placentia. On a question about that state of grant activities by Director Mills, General Manager Payne responded the District is in a holding pattern. A meeting will be held the first part of November. 2) Meeting scheduled for November 20, 4:00 p.m. -4- 2006-166 b. Finance-Accounting Committee (Collett/Mills) Alternate: Summerfield 1) Minutes of meeting held October 9. Director Mills reported staff had a discussion to present setting up a District policy to review Customer Service/Developer Fees, Sewer and Water Rate Fees on an annual basis. Prop 218 and notice to customers were discussed in this connection. The status of District investments for the quarter ended September 30, 2006 was presented by phone by Keith Khorey of Wells Capital Management. There was a report on the District audit for Fiscal Year 2006-2007 and a report on the Replenishment Assessment on groundwater pumped to discharge for fiscal 2006-06. 2) Meeting scheduled for November 13, 4:00 p.m. c. Personnel-Fisk Management Committee (Beverage/Summerfield) Alternate: Collett 1) Minutes of meeting held October 10. The Committee discussed the Orange County Regional Water and Wastewater Multi-Hazard Mitigation Plan. The Committee also discussed the status of recruitments. The District's Personnel Rules will be updated and modified. The increase of gas prices and the impact to the District was discussed. 2) Meeting scheduled for November 14, 4:00 p.m. d. Planning-Engineering-Operations Committee (Sum merfield/Mills) Alternate: Armstrong 1) Meeting scheduled November 2, 4:00 p.m. e. Public Information Committee (Mills/Collett) Alternate: Summerfield 1) Meeting scheduled for October 31, 8:30 a.m. f. Building Ad Hoc Committee (Beverage/Summerfield) Alternate: Collett 1) Meeting scheduled for October 30, 4:00 p.m. g. MWDOC Ad Hoc Committee (Armstrong/Beverage) Alternate: Mills 1) Meeting scheduled for October 31, 4:00 p.m. -5- 2006-167 INTERGOVERNMENTAL MEETINGS 12. a. Yorba Linda City Council, October 17. Director Summerfield attended the meeting. b. MWDOC Board, October 18. Staff reported the Board adopted the Hazardous Mitigation Plan and extended the contract with Townsend Public Affairs. c. OCWD Board, October 18. Staff reported the Hazardous Mitigation Plan was discussed. d. Yorba Linda Planning Commission, October 25. Director Summerfield attended. The Friends Baptist Church at Bastanchury and Imperial is putting in a 19,000 sq. ft. multi purpose facility. The question was whether the church would use that building as a sanctuary at the same time because of parking. The city is requiring the Baptist Church to improve Bastanchury at that location. Toll Brothers is putting in an 86 unit townhouse style condo project at Vista del Verde near the golf course. A two-story medical building is going in on Yorba Linda Boulevard between Rose and Linda Vista Way. BOARD OF DIRECTORS ACTIVITY CALENDAR Authorization to attend meetings scheduled after October 26, 2006. Agenda is available in the District office prior to meeting. November MWDOC/MWD Joint Workshop, November 1, 8:30 a.m. Staff OCWD Board, November 1, 5:00 p.m. Planning-Engineering-Operations Committee, Nov 2, 4:00 p.m. I Staff Summerfield/AA+Its Armstrong WACO, November 3, 7:30 a.m. ;Mills Public Information Committee. November 6, 4:00 p.m. I Mills/Collett Yorba Linda City Council, November 7, 6:30 p.m. Collett/ Alt. Summerfield Yorba Linda Planning Commission, Nov 8, 6:30 .m. Mills/IA/t. Summerfield j Finance-Accounting Committee. November 13, 4:00 p.m. Collett/NWs Summerfield Personnel-Risk Management Committee, Nov 14, 4:00 p.m. Beverage/Summerfield MWDOC Board, November 15, 8:30 a.m. Staff j %OCWD Board, November 15, 5:00 p.m. ;Staff Building Ad Hoc Committee, November 16, 4:00 p.m. i Beverage/Summerfield Executive-Admin-Organizational Committee, Nov 20, 4:00 p.m. Armstrong/Collett Board of Directors Meeting, November 21, 8:30 a.m. Yorba_Linda City Council, November 21, 6:30 p.m. Summerfield Yorba Linda Planning Commission, Nov 22, 6:30 p.m. ;Mills/ Alt. Summerfield -6- 2006-168 nPr_QmhPr ~WACO December 1 7:30 a.m. Public Information Committee, December 4, 4:00 p.m. Mills ; Mills/Collett Personnel-Risk Management Committee Dec 5, 4:00 p.m. Beverage/Summerfield Yorba Linda City Council, December 5, 6:30 .m. Collett/ Alt. Summerfield MWDOC/MWD Joint Workshop, December 6, 8:30 a.m. ! Staff j OCWD Board, December 6, 5:00 p.m. Staff Planning-Engineering-Operations Committee, Dec 7, 4:00 p.m. Summerfield/Mills Finance-Accounting Committee, December 11, 4:00 p.m. ! Collett/Mills Board of Directors Meeting, December 12, 8:30 a.m. Yorba Linda Planning Commission, Dec 13, 6:30 p.m. Mills/!Alt, Summerfield Executive-Admin-Organizational Committee, Dec 19, 4:00 p.m. Armstrong/Collett Yorba Linda City Council, December 19, 6:30 p.m. j Summerfield MWDOC Board, December 20, 8:30 a.m. Staff OCWD Board, December 20, 5:00 p.m. Staff Building Ad Hoc Committee, December 21, 4:00 p.m. Beverage/Summerfield Yorba Linda Planning Commission. December 27, 6:30 p.m. LMills/ Alt. Summerfield CONFERENCES AND SEMINARS 13. 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. Keeping California Golden: The Role of Resources Agency in Addressing Critical Water and Resource Issues featuring Mike Chrisman, California Secretary for Resources, Tuesday, November 14, 6:00 p.m. Presented by MWDOC. ADJOURNMENT On a motion by Director Summerfield, seconded by Director Mills, the Board of Directors voted 3-0 to adjourn at 10:03 a.m. to a regular meeting of the Board of Directors scheduled for Thursday, November 9, 2006, at 8:30 a.m., at 4622 Plumosa Drive, Yorba Linda 92 Michael A. Payne General Manager -7-