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HomeMy WebLinkAbout2012-07-12 - Board of Directors Meeting Minutes 2012-119 MINUTES OF THE YORBA LINDA WATER DISTRICT BOARD OF DIRECTORS REGULAR MEETING Thursday, July 12, 2012, 8:30 a.m. 1717 E Miraloma Ave, Placentia CA 92870 1. CALL TO ORDER The July 12, 2012 Regular Meeting of the Yorba Linda Water District Board of Directors was called to order by President Hawkins at 8:31 a.m. The meeting was held in the Board Room at the District's Administrative Building located at 1717 East Miraloma Avenue in Placentia, California 92870. 2. PLEDGE OF ALLEGIANCE Director Hawkins led the pledge. 3. ROLL CALL DIRECTORS PRESENT STAFF PRESENT Phil Hawkins, President Steve Conklin, Engineering Manager ' Gary T. Melton, Vice President Lee Cory, Operations Manager Michael J. Beverage Gina Knight, Human Resources Manager Ric Collett Stephen Parker, Finance Manager Robert R. Kiley Art Vega, Interim IT Manager Rick Walkemeyer, SCADA Administrator John DeCriscio, Chief Plant Operator George Baltierra, Maintenance Worker I Annie Alexander, Executive Secretary ALSO PRESENT Nancy Rikel, Councilmember, City of Yorba Linda Art Kidman, Partner, Kidman Law LLP Eddy Beltran, Senior Counsel, Kidman Law LLP Richard Kreisler, Partner, Liebert Cassidy Whitmore (Attended Closed Session Only) Daniel Mole, President, YLWD Citizens Advisory Committee 4. ADDITIONS/DELETIONS TO THE AGENDA None. 5. PUBLIC COMMENTS None. 1 2012-120 6. SPECIAL RECOGNITION ' 6.1. Introduce George Baltierra, Newly Hired Maintenance Worker I Mr. Cory introduced Mr. Baltierra and provided the Board with an overview of his background and work experience. The Board welcomed Mr. Baltierra to the District. Mr. Baltierra left the meeting at this time. 7. COMMITTEE REPORTS 7.1. Citizens Advisory Committee (CAC) (Beverage) Minutes of the meeting held June 25, 2012 at 8:30 a.m. were provided in the agenda packet. Mr. Mole provided a report regarding matters discussed during the meeting including a presentation provided by staff regarding the District's SCADA system, status of the litigation related to the Freeway Complex Fire, and concerns regarding fire protection for two proposed residential development projects in an urban wildland interface area in Yorba Linda. Director Beverage commented on the proposed development projects and stated that he planned to request to remove Item No. 8.8. from the , Consent Calendar as he had been contacted by a resident regarding some of the specifications listed in the Request for Proposal (RFP) for the Water Service Planning Study to be conducted in this area. Mr. Mole then suggested that the Board provide the CAC with additional information regarding the lawsuit including related ramifications should the District be held liable. The Board and Mr. Kidman explained that further details regarding the status of the lawsuit would be provided to the CAC and the community once the case was concluded and the information could be made public. Director Kiley noted that the Orange County Public Works Department would be holding a Scoping Meeting for the proposed development projects on Thursday, July 19, 2012 from 7-9:00 p.m. at the Travis Ranch Activity Center in Yorba Linda. He encouraged anyone interested, including members of the CAC, to attend. The next CAC meeting is scheduled July 23, 2012 at 8:30 a.m. 1 2 2012-121 ' 8. CONSENT CALENDAR Director Beverage requested to remove Item No. 8.8. from the Consent Calendar. Director Collett made a motion, seconded by Director Beverage, to approve the remainder of the Consent Calendar. Motion carried 5-0. 8.1. Minutes of the Board of Directors Special Meeting Held June 21, 2012 Recommendation: That the Board of Directors approve the minutes as presented. 8.2. Minutes of the Board of Directors Regular Meeting Held June 28, 2012 Recommendation: That the Board of Directors approve the minutes as presented. 8.3. Minutes of the Board of Directors Special Meeting Held July 2, 2012 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$1,247,779.53, 8.6. Terms and Conditions for Water and Sewer Service with Remarc Management, Inc. Recommendation: That the Board of Directors approve the Terms and Conditions for Water and Sewer Service with Remarc Management, Inc., Job No. 201211. 8.6. Approval of Change Order No. 1 for Pressure Regulating Stations Upgrade Project, Phase 1 Recommendation: That the Board of Directors approve Change Order No. 1 for 27 additional work days and no additional cost to Vido Samarzich, Inc. for construction of the Pressure Regulating Stations Upgrade Project, Job No. 201108. 8.7. Change Order No. 2 for Green Crest Lift Station Repairs Project ' Recommendation: That the Board of Directors approve Change Order No. 2 in the amount of$20,745 and 10 additional calendar days to Pascal and Ludwig Constructors for construction of the Green Crest Lift Station Repairs Project, Job No. 2011-16S. 3 2012-122 ITEMS REMOVED FROM THE CONSENT CALENDAR FOR SEPARATE ACTION ' 8.8. Northeast Area Planning Study Recommendation: That the Board of Directors authorize execution of a Professional Services Agreement with Carollo Engineers, Inc. in the amount of$102,883 to provide professional services to update, calibrate, and analyze the District's water system hydraulic model and to prepare a Northeast Area Planning Study. Director Beverage explained that he had requested to remove this item from the Consent Calendar as it was an important matter and that he wanted to have the Board's discussion regarding this issue on record. He then asked Mr. Conklin to describe the purpose of the study as well as comment on the impact the Orange County Fire Authority's (OCFA) fireflow requirements for the proposed residential developments might have on the study results. Mr. Conklin explained that the Board previously authorized staff to issue an RFP to perform a planning study which would include the completion of a computer-based model that will be used to evaluate water services needed for the proposed developments. Staff has reviewed the responses to the RFP and has made a recommendation for award. Once , the model has been completed, staff will be able to input OCFA's fireflow requirements for these developments once they have been determined. Mr. Conklin further reported that staff was planning to attend the Scoping Meeting later this month and has been actively communicating with OCFA's Fire Marshal regarding this project. Mr. Conklin then responded to questions from the Board concerning the Orange County Board of Supervisors approval process for the projects and the party responsible for funding the construction of related water and sewer infrastructure. A brief discussion followed regarding the City's involvement in the review process of these projects. Director Beverage made a motion, seconded by Director Collett, to approve Item No. 8.8. Motion carried 5-0. 9. ACTION CALENDAR 9.1. Purchase of a 2012 (8-10 Yard) Dump Truck Mr. Cory provided an overview of the specifications developed for the ' vehicle and the proposals received. Staff compared all of the vehicles and is recommending the purchase of a Kenworth dump truck from Inland Kenworth. This truck will have the same chassis and body style as the new vactor truck so parts may be easily interchangeable if needed. 4 2012-123 Director Collett made a motion, seconded by Director Kiley, to authorize the General Manager to execute a Purchase Agreement with Inland Kenworth (Montebello) for a Kenworth dump truck, with a Scelzi/Paramount dump body, in the amount of $147,639.29. Motion carried 5-0. 9.2. Replacement of Richfield Chlorine System Programmable Logic Controllers Mr. Cory explained that the chlorine generating system located on the Richfield campus is in need of an upgrade. The manufacturer has evaluated the system and is recommending the installation and programming of four new computerized controllers. Mr. Cory and Mr. DeCriscio then responded to questions from the Board regarding the life expectancy of the system, the cost of the upgrade, and funding for this unexpected expense. Director Kiley made a motion, seconded by Director Melton, to ratify the purchase and authorize the programming and installation of four new computerized controllers and necessary components needed to upgrade the chlorine generating system. The cost of the equipment is approximately $16,000 and the programming is estimated not to exceed ' $18,400. Motion carried 5-0. Mr. DeCriscio and Mr. Walkemeyer left the meeting at this time. 9.3. OPEB Liability Pay Down Mr. Parker explained that in order to take advantage of a higher investment rate, staff was recommending that the District pre-fund both the OPEB and CERBT liabilities for FY 2012/13. Mr. Parker then responded to questions from the Board regarding the rate of return being offered by CERBT versus what the District was currently receiving on its reserve funds. Director Melton made a motion, seconded by Director Collett, to authorize staff to deposit $275,297 to the California Employees' Retirement Benefit Trust (CERBT) for FY 2012113. Motion carried 5-0. 9.4. Payoff of PERS Side Fund Mr. Parker explained that staff had identified an opportunity to lower the District's PERS liability. This would involve paying off the amount the District owes on its side fund in one lump sum versus making annually payments over the next 14 years. Mr. Parker then responded to questions ' from the Board regarding funds to be utilized for this payment and the estimated cost savings. 5 2012-124 Director Beverage made a motion, seconded by Director Kiley, to ' authorize the General Manager to use operating reserves in the amount of $835,099 to pay off the Ca1PERS Side Fund in July 2012. Motion carried 5-0. 9.5. Authorization to Invest with Bank of the West Mr. Parker explained that Bank of the West had offered the District a guaranteed return of 35 basis points for investments in their money market deposit account. Staff is recommending the transfer of $2,000,000 from the District's investment in the Local Agency Investment Fund to this new savings account. Mr. Parker then responded to questions from the Board regarding applicable penalties should the District make more than 3 withdrawals a month. Director Collett made a motion, seconded by Director Melton, to authorize the General Manager to approve a contract to invest $2,000,000 in a money market account with Bank of the West and authorize the General Manager, Finance Manager and Senior Accountant to act on behalf of the District as it relates to that money market account. Motion carried 5-0. 10. REPORTS, INFORMATION ITEMS, AND COMMENTS 10.1. President's Report , President Hawkins commented on his attendance at the City's 4`h of July celebration and commended staff on their work on the Yorba Linda Blvd. pipeline construction project. 10.2. Directors' Report Director Collett also commented on the City's 4th of July celebration and complimented staff regarding the pipeline construction project on Yorba Linda Blvd. Mr. Conklin then responded to questions from the Board regarding the status of this project and the expected timeline for completion. ■ MWDOC Water Policy Forum & Dinner — July 25, 2012 (Hawkins/Kiley/Melton) (A report regarding Director attendance at this will be provided at the next regular Board meeting.) 10.3. General Manager's Report Mr. Conklin reported that the annual water quality report had been mailed out and was available on the District's website. ■ CSDA General Manager Leadership Summit—July 15-17, 2012 ' (A report regarding Mr. Vecchiarelli's attendance at this event will be provided at the next ragular Board meeting.) 6 2012-125 ' 10.4. General Counsel's Report Mr. Kidman reported that after looking into the matter, he was recommending that Director Collett continue to abstain from voting on payments made to Placentia Disposal for at least the next 12 months. 10.5. Future Agenda Items and Staff Tasks None. 11. COMMITTEE REPORTS CONTINUED 11.1. Executive-Administrative-Organizational Committee (Hawkins/Melton) Next meeting is scheduled July 30, 2012 at 4:00 p.m. 11.2. Finance-Accounting Committee (Kiley/Hawkins) Minutes of the meeting held June 26, 2012 at 4:00 p.m. were provided in the agenda packet. ' Next meeting is scheduled July 23, 2012 at 4:00 p.m. 11.3. Personnel-Risk Management Committee (Beverage/Collett) Minutes of the meeting held July 10, 2012 at 3:00 p.m. will be provided at the next regular Board meeting. The meeting scheduled August 14, 2012 at 4:00 p.m. was rescheduled to August 7, 2012 at 4:00 p.m. 11.4. Planning-Engineering-Operations Committee (Collett/Kiley) Minutes of meeting held July 5, 2012 at 4:00 p.m. will be provided at the next regular Board meeting. Next meeting is scheduled August 2, 2012 at 3:00 p.m. 11.5. Public Affairs-Communications-Technology Committee (Melton/Beverage) ' Minutes of the meeting held July 9, 2012 at 4:00 p.m. will be provided at the next regular Board meeting. Next meeting is scheduled August 6, 2012 at 4:00 p.m. 7 2012-126 11.6. YLWD-MWDOC-OCWD Joint Agency Committee ' (Hawkins/Beverage) Next meeting is scheduled July 24, 2012 at 4:00 p.m. Mr. Conklin confirmed with Directors Collett and Kiley that all future Planning- Engineering-Operations Committee meetings would begin at 3:00 p.m. instead of 4:00 p.m. 12. INTERGOVERNMENTAL MEETINGS 12.1. MWDOC/MWD Workshop — July 3, 2012 (Melton/Staff) Director Melton was unable to attend this meeting. 12.2. YL City Council — July 3, 2012 (Hawkins) Director Hawkins attended and commented on the provision of police services which was discussed at length during the meeting. 12.3. WACO — July 6, 2012 (Hawkins) (The date of this meeting was incorrectly listed and is scheduled for July 13, 2012.) Director Hawkins reported on his attendance at the WACO meeting held ' June 1, 2012 and commented on a presentation regarding the status of the One Water One Watershed Plan which was provided at the meeting. 12.4. YL Planning Commission — July 11, 2012 (Kiley) Director Kiley attended and commented on the Scoping Meeting for the proposed development projects and the relocation of a water meter as a requirement for a conditional use permit which were discussed during the meeting. 13. BOARD OF DIRECTORS ACTIVITY CALENDAR 13.1. Meetings from July 13, 2012 —August 31, 2012 The Board reviewed the meetings calendar and made no changes. 14. CLOSED SESSION The meeting was adjourned to Closed Session at 9:36 a.m. All Directors were present. Also present were Messrs. Conklin, Kidman and Beltran. 14.1. Conference with Real Property Negotiators Pursuant to Section 54956.8 of the California Government Code Property: APN 343-431-20 ' Agency Negotiator: Steve Conklin Negotiating Parties: Amy Payne and Joshua Kliner Under Negotiation: Price and Terms of Payment 8 2012-127 ' Mr. Conklin left the Closed Session following discussion of this matter. 14.2. Conference with Legal Counsel — Pending Litigation Pursuant to Subdivision (a) of Section 54956.9 of the California Government Code Name of Case: ACWA/JPIA, et al vs. Insurance Company of the State of Pennsylvania, et al (OC Superior Court — Case No. 00486884) Mr. Beltran left the Closed Session and Mrs. Knight and Mr. Kreisler joined the Closed Session following discussion of this matter. (The following items were taken out of order) 14.4. Public Employee Performance Evaluation Pursuant to Section 54957 of the California Government Code Title: General Manager Mr. Kidman left the Closed Session following discussion of this matter. ' 14.3. Conference with Labor Negotiators Pursuant to Section 54956.7 of the California Government Code Agency Designated Representatives: Ken Vecchiarelli Gina Knight Richard Kreisler Employee Organization: Yorba Linda Water District Employees Association The Board reconvened in Open Session at 11:39 a.m. President Hawkins announced that in regards to Item No. 14.1., the Board of Directors authorized Mr. Conklin to negotiate and set parameters for a settlement to acquire an easement for the installation of a water pipeline across the listed real property. No other action was taken during the other Closed Session's that was required to be reported under the Brown Act. 15. ADJOURNMENT 15.1. The meeting was adjourned at 11:40 a.m. The next regular meeting of the Board of Directors will be held July 26, 2012 at 8:30 a.m. ' ��// Annie Alexander Assistant Board Secretary 9