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HomeMy WebLinkAbout2012-11-08 - Board of Directors Meeting Minutes 2012-198 MINUTES OF THE YORBA LINDA WATER DISTRICT BOARD OF DIRECTORS REGULAR MEETING Thursday, November 8, 2012, 8:30 a.m. 1717 E Miraloma Ave, Placentia CA 92870 1. CALL TO ORDER The November 8, 2012 Regular Meeting of the Yorba Linda Water District Board of Directors was called to order by Vice President Melton at 8:30 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 Vice President Melton led the pledge. 3. ROLL CALL DIRECTORS PRESENT STAFF PRESENT Gary T. Melton, Vice President Steve Conklin, Acting General Manager Michael J. Beverage Lee Cory, Operations Manager Ric Collett Gina Knight, Human Resources and Risk Manager 111 Robert R. Kiley Art Vega, Interim Information Technology Manager Delia Lugo, Senior Accountant DIRECTORS ABSENT Annie Alexander, Executive Secretary Phil Hawkins, President Cindy Botts, Management Analyst John DeCriscio, Chief Plant Operator Anthony Manzano, Senior Project Manager Damon Micalizzi, Public Information Officer Freddie Ojeda, Plant Operator II Cody Peterson, Public Affairs Intern Hank Samaripa, Project Engineer Anthony Varian, Maintenance Distribution Operator I ALSO PRESENT Brett Barbre, Director, MWDOC Nancy Rikel, Councilmember, City of Yorba Linda Art Kidman, Partner, Kidman Law LLP Andrew Gagen, Partner, Kidman Law LLP Eddy Beltran, Senior Counsel, Kidman Law LLP Daniel Mole, Chair, YLWD Citizens Advisory Committee 4. ADDITIONS/DELETIONS TO THE AGENDA Mr. Conklin requested to remove Item No. 8.6. from the agenda as the low bid contractor has concerns with his proposal for the project and has asked to be released from his bid. Staff is investigating this matter and plans to bring award of the contract back for Board consideration at later date. 1 2012-199 5. PUBLIC COMMENTS Director Barbre addressed the Board and commented on the election results as they pertained to MWDOC and MWD and a recent agreement between California and Mexico regarding the usage and storage of water from the Colorado River. 6. SPECIAL RECOGNITION 6.1. Recognition of Individuals for their Service to the District • Anthony Varian, Maintenance Distribution Operator II (5 Years) • Cindy Botts, Management Analyst (5 Years) • Freddie Ojeda, Plant Operator II (5 Years) • Hank Samaripa, Project Engineer (10 Years) Messrs. Conklin and Cory introduced the staff members listed above and provided a brief overview of their work history. The Board then commended these individuals for their dedication. • Michael J. Beverage, Director (20 Years) Vice President Melton provided a brief overview of Director Beverage's many years of service for the District. Mr. Conklin presented each individual with a pin commemorating the 111 number of years they had served the District. Messrs. Ojeda, Samaripa and Varian and Mrs. Botts left the meeting at this time. 7. COMMITTEE REPORTS 7.1. Citizens Advisory Committee (Beverage) Minutes of the meeting held October 22, 2012 at 8:30 a.m. were provided in the agenda packet. Mr. Mole addressed the Board and provided a report regarding matters discussed during the meeting. Next meeting is scheduled November 26, 2012 at 8:30 a.m. Mr. Mole left the meeting at this time. 1 2 2012-200 8. CONSENT CALENDAR Director Kiley made a motion, seconded by Director Collett, to approve the Consent Calendar. Motion carried 4-0-1 with Director Hawkins being absent. 8.1. Minutes of the Board of Directors Regular Meeting Held October 25, 2012 Recommendation: That the Board of Directors approve the minutes as presented. 8.2. Payments of Bills, Refunds and Wire Transfers Recommendation: That the Board of Directors ratify and authorize disbursements in the amount of$711,382.76. 8.3. Progress Payment No. 5 for the Yorba Linda Blvd Pipeline Project Recommendation: That the Board of Directors approve Progress Payment No. 5 in the net amount of $75,715.00 to Garcia Juarez Construction, Inc. for construction of the Yorba Linda Blvd Pipeline Project, Job No. 200817. 8.4. Approval of Change Order Nos. 11-14 for Pressure Regulating Stations Upgrade Project, Phase 1 Recommendation: That the Board of Directors approve Change Order Nos. 11-14 for six additional work days and $25,568.49 to Video Samarzich, Inc. for construction of the Pressure Regulating Stations Upgrade Project, Job No. 201108. 8.5. Declaration of Restrictive Covenants with Shapell Industries, Inc. Recommendation: That the Board of Directors authorize the President and Acting General Manager to execute the Declaration of Restrictive Covenants, subject to approval as to form by General Counsel, with Shapell Industries, Inc., Job No. 200702. (Item No. 8.6. was removed from the agenda.) Mr. Manzano left the meeting at this time. 3 2012-201 9. ACTION CALENDAR 9.1. Progress Payment No. 4 for Pressure Regulating Station Upgrades, Phase 1 Mr. Conklin explained that this matter had been placed on the Action Calendar as it was directly related to Item No. 8.4. on the Consent Calendar. The project is approximately 90% complete and staff has been very pleased with the contractor's work. Director Collett made a motion, seconded by Director Kiley, to approve Progress Payment No. 4 in the net amount of $105,480.13 to Video Samarzich, Inc. for construction of Pressure Regulating Station Upgrades Project, Phase 1, Job No. J-201108. Motion carried 4-0-1 with Director Hawkins being absent. 9.2. Proposed Revision of Budgeted Positions for the Remainder of FY 2012/13 Mrs. Knight explained that an intern position to provide records management support to the Executive Secretary had been included in the FY 2012/13 budget process. An outside consultant tasked with performing a Records Management Assessment also recommended a limited term full-time position to provide additional support with the records management program in general. Staff presented several different staffing options to the Personnel-Risk Management Committee who recommended replacing the intern position with a temporary part-time position (not to exceed 28 hours per week) without benefits. Director Collett made a motion, seconded by Director Beverage, to adopt Resolution No. 12-27 Revising the Budgeted Positions for the Remainder of Fiscal Year 2012/13 and Rescinding Resolution No. 12-20. Motion carried 4-0-1 on a roll call vote with Director Hawkins being absent. 9.3. Timber Ridge Booster Pump and Motor #1 Repairs Mr. Conklin explained that this matter was being brought to the Board for consideration as the amount for the repairs exceeded the District's current purchasing policy limits for one quote and the cost and effort involved in shipping the parts to another company for a second quote was prohibitive. Director Collett made a motion, seconded by Director Kiley, to authorize staff to issue purchase orders to Layne Christensen Company for an estimated total cost of$15,609 for repairs to Timber Ridge Booster Pump #1. Director Beverage commented on the reasons why the previous purchasing policy had been revised. Vice President Melton suggested that the policy could be reviewed by the Executive-Administrative- Organizational Committee. Motion carried 4-0-1 with Director Hawkins being absent. 4 2012-202 10. REPORTS, INFORMATION ITEMS, AND COMMENTS 10.1. President's Report None. 10.2. Directors' Report • DWR/NWRI Drought Response Workshop — November 6, 2012 (Kiley) Director Kiley reported on his attendance at this workshop and suggested that staff review the presentation provided by Darcy Burke from MWDOC. 10.3. Acting General Manager's Report Mr. Conklin reported that the Yorba Linda Blvd Pipeline Project was still on schedule and that staff expected to bring a Final Notice of Completion to the Board for consideration in January. Staff will be conducting a bid opening for construction of the Yorba Linda Blvd Booster Pump Station Project later that afternoon. Directors Melton and Kiley will be representing the District in the upcoming Yorba Linda Fiesta Days Parade with the assistance of Mr. Cory who will be driving his antique truck and Doug Baker who will be driving the District's new dump truck. Several other staff members will be helping to provide water to participants in the 5K run being held that same morning as well as to band members participating in the parade. With the recent hot weather, two red flag warnings were issued October 25-27, 2012 and November 4-5, 2012. At the request of the Planning- Engineering-Operations Committee, Mr. Conklin invited Mr. DeCriscio to provide the Board with a brief overview of staffs actions following the receipt of a red flag warning. Mr. DeCriscio then responded to questions from the Board regarding water quality issues. Mr. DeCriscio left the meeting at this time. 10.4. General Counsel's Report None. 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 November 19, 2012 at 4:00 p.m. 5 2012-203 11.2. Finance-Accounting Committee (Kiley/Hawkins) Minutes of the meeting held October 24, 2012 at 1:00 p.m. were provided in the agenda packet. Next meeting is scheduled November 26, 2012 at 4:00 p.m. 11.3. Personnel-Risk Management Committee (Beverage/Collett) Minutes of the meeting held October 23, 2012 at 4:00 p.m. were provided in the agenda packet. Next meeting is scheduled November 13, 2012 at 4:00 p.m. 11.4. Planning-Engineering-Operations Committee (Collett/Kiley) Minutes of the meeting held November 1, 2012 at 3:00 p.m. will be provided at the next regular Board meeting. Next meeting is scheduled December 13, 2012 at 3:00 p.m. 11.5. Public Affairs-Communications-Technology Committee (Melton/Beverage) Minutes of the meeting held November 5, 2012 at 8:30 a.m. will be provided at the next regular Board meeting. Next meeting is scheduled December 3, 2012 at 3:00 p.m. 11.6. YLWD-MWDOC-OCWD Joint Agency Committee (Hawkins/Beverage) Next meeting is scheduled November 27, 2012 at 4:00 p.m. 12. INTERGOVERNMENTAL MEETINGS 12.1. WACO — November 2, 2012 (Kiley) Director Kiley attended and commented on the presentations regarding pension reform which were provided during the meeting. 12.2. YL City Council — November 6, 2012 (Hawkins) Director Hawkins will provide his report on this meeting at the next regular Board meeting. 6 2012-204 12.3. MWDOC/MWD Workshop — November 7, 2012 (Melton/Staff) Director Melton was unable to attend this meeting. 12.4. OCWD Board — November 7, 2012 (Kiley/Staff) Director Kiley attended but did not have any District related business to report. 13. BOARD OF DIRECTORS ACTIVITY CALENDAR 13.1. Meetings from November 9, 2012 — December 31, 2012 The Board reviewed the activity calendar and made no changes. 14. CONFERENCES, SEMINARS, AND SPECIAL EVENTS 14.1. MWDOC Elected Officials Forum — November 29, 2012 Director's Melton and Kiley both expressed an interest in attending this event. (Authorization for Director attendance at this event will be forwarded to the next Regular Board meeting as no motion to approve this action was made.) 15. CLOSED SESSION The meeting was adjourned to Closed Session at 9:23 a.m. All Directors with the exception of Director Hawkins were present. Also present were Mrs. Knight and Messrs. Conklin, Kidman, Beltran and Gagen. 15.1. 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) Name of Case: MAMCO, Inc. vs. Yorba Linda Water District (OC Superior Court— Case No. 00595177) Name of Case: OCTA vs. YLWD (OC Superior Court — Case No. 00606042) The Board reconvened in Open Session at 10:05 am. Vice President Melton 111 announced that no action was taken during Closed Session that was required to be reported under the Brown Act. 7 2012-205 16. ADJOURNMENT 16.1. The meeting was adjourned at 10:06 am. A Board of Directors workshop meeting has been scheduled for Thursday, November 15, 2012 at 8:30 a.m. (This meeting was subsequently rescheduled to 8:00 a.m. the same day.) The next regular meeting of the Board of Directors will be held Wednesday, November 21, 2012 at 8:30 a.m. L/ Annie Alexander Assistant Secretary 1 8