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HomeMy WebLinkAbout2013-02-28 - Board of Directors Meeting Minutes 2013-035 ' MINUTES OF THE YORBA LINDA WATER DISTRICT BOARD OF DIRECTORS REGULAR MEETING Thursday, February 28, 2013, 8:30 a.m. 1717 E Miraloma Ave, Placentia CA 92870 1. CALL TO ORDER The February 28, 2013 Regular Meeting of the Yorba Linda Water District Board of Directors was called to order by President Melton at 8:30 a.m. The meeting was held in the Board Room at the District's Administration Building located at 1717 East Miraloma Avenue in Placentia, California 92870. 2. PLEDGE OF ALLEGIANCE President Melton led the pledge. 3. ROLL CALL DIRECTORS PRESENT STAFF PRESENT Gary T. Melton, President Steve Conklin, Acting General Manager Robert R. Kiley, Vice President John DeCriscio, Acting Operations Manager ' Michael J. Beverage Stephen Parker, Finance Manager Ric Collett Art Vega, Acting IT Manager Phil Hawkins Damon Micalizzi, Public Information Officer Cindy Botts, Management Analyst Amelia Cloonan, Human Resources Analyst ALSO PRESENT Gene Hernandez, Councilmember, City of Yorba Linda Art Kidman, Partner, Kidman Law LLP Eddy Beltran, Senior Counsel, Kidman Law LLP 4. ADDITIONS/DELETIONS TO THE AGENDA None. 5. PUBLIC COMMENTS None. 6. CONSENT CALENDAR Director Collett made a motion to approve the Consent Calendar and abstained from voting on Check No. 60844 on Item No. 6.2. as he has a financial interest with the vendor. Director Kiley seconded the motion. Motion carried 5-0. ' 6.1. Minutes of the Board of Directors Regular Meeting held February 14, 2013 Recommendation: That the Board of Directors approve the minutes as presented. 1 2013-036 6.2. Payments of Bills, Refunds and Wire Transfers ' Recommendation: That the Board of Directors ratify and authorize disbursements in the amount of$537,752.75. 6.3. Terms and Conditions for Water and Sewer Service with the Olson Company Recommendation: That the Board of Directors approve the Terms and Conditions for Water and Sewer Service with the Olson Company, Job No. 201301. 6.4. Purchase of Diesel Particulate Filter Systems Recommendation: That the Board of Directors authorize the Acting General Manager to execute a purchase order for services with Fleet Services and Fund this work out of the District's Maintenance Reserve Fund. 6.5. Remove and Repair Motor for Well No. 10 Recommendation: That the Board of Directors approve the transfer of $15,231.68 from the Maintenance Reserve Fund into Account # 1-5040- ' 730-10 in order to track the cost of these repairs in the appropriate category. 7. DISCUSSION ITEMS 7.1. Status Report on Operations and Efficiency Study (Verbal Report) Mr. Conklin reported that staff had been making good progress on this project. Following the Board workshop meeting on November 15, 2012, staff identified a list of 24 potential firms to conduct the study. This information was presented to the Executive-Administrative-Organizational (EAO) Committee and the list was narrowed down to 11 firms who specifically had experience working with water districts and conducting this type of study. Staff then requested a letter of interest and list of references from these firms of which only 5 responded. Staff attempted to contact a minimum of 3 references provided by each company and presented the results to the EAO Committee at its meeting held February 27, 2013. A copy of the results was also distributed during the Board meeting for reference. The EAO Committee supported staff's recommendation to request a formal Statement of Qualifications (SOQ) from 3 of the 5 firms (DeLoach & Associates, Koff & Associates and Sjoberg Evashenk). Staff is planning to review the SOQ's and present the ' results to the EAO Committee who would in turn provide a recommendation to the Board for consideration. Staff would then meet with the recommended firm to discuss the scope of services and fee for subsequent consideration by the EAO Committee and Board of Directors. 2 2013-037 ' Director Beverage suggested that the Board as a whole review the SOQ results, conduct any necessary interviews and select the successful firm. Directors Collett and Kiley agreed. Mr. Conklin stated that staff would proceed accordingly. Mrs. Botts left the meeting at this time. 8. REPORTS, INFORMATION ITEMS, AND COMMENTS 8.1. President's Report • CSDA Governance Foundations Training — February 21, 2013 (Melton) President Melton reported on his attendance at this training and stated that it was very beneficial. He was pleased to find out that the District was already doing a lot of the things that were recommended. President Melton also commented on a presentation provided by the new superintendent of the Placentia-Yorba Linda Unified School District at a recent event sponsored by the Yorba Linda ' Chamber of Commerce. 8.2. Directors' Report Director Beverage reported on his participation in an information booth provided by the District for a business expo held at the Yorba Linda Costco over the weekend. Staff distributed over 60 cases of water during the event. • UWI Spring Water Conference — February 20-22, 2013 (Kiley) Director Kiley reported on his attendance at this conference and stated that it was very well attended. The main topic of discussion was the cost and availability of water and energy. 8.3. Acting General Manager's Report Mr. Conklin stated that he had an enjoyable vacation and appreciated the assistance provided by staff during his absence. He then reported that construction had begun on Phase 2 of the 2012 Pipeline Replacement Project and that a kick off meeting with the contractor for the Yorba Linda Blvd Booster Station was scheduled for the first week of March. Construction for the booster station project is expected to begin shortly ' thereafter. Additionally, the draft environmental impact report for the District's request for annexation to OCWD is still expected to be released in mid-March. 3 2013-038 Mr. Conklin then reported that for the second consecutive year, the District , had received the Excellence in Budgeting Award from the California Society of Municipal Finance Officers. He commended the staff responsible for their excellent work. Mr. Conklin concluded his report by stating that he would be joining Director Collett and Mr. Micallizzi on the upcoming Colorado River Aqueduct Inspection Trip being sponsored by MWDOC. 8.4. General Counsel's Report Mr. Kidman briefly commented on litigation related to the lifting of a moratorium on annexations to OCWD. President Melton noted that Senator Michael Rubio, who spoke at the most recent MWDOC Water Policy forum, had resigned from office to work for Chevron. 8.5. Future Agenda Items and Staff Tasks None. 9. COMMITTEE REPORTS 9.1. Executive-Administrative-Organizational Committee ' (Melton/Kiley) • Minutes of the meeting held February 27, 2013 at 9:00 a.m. will be provided at the next regular Board meeting. • Next meeting is scheduled to be held March 19, 2013 at 9:00 a.m. 9.2. Finance-Accounting Committee (Hawkins/Melton) • Minutes of the meeting held February 25, 2013 at 12:00 p.m. will be provided at the next regular Board meeting. • Next meeting is scheduled to be held March 25, 2013 at 4:00 p.m. 9.3. Personnel-Risk Management Committee (Collett/Beverage) • Minutes of the meeting held February 26, 2013 at 4:00 p.m. will be provided at the next regular Board meeting. • Next meeting is scheduled to be held March 12, 2013 at 4:00 p.m. , 4 2013-039 ' 9.4. Planning-Engineering-Operations Committee (Kiley/Hawkins) • Minutes of the meeting held February 13, 2013 at 3:00 p.m. were provided in the agenda packet. • Next meeting is scheduled to be held March 7, 2013 at 3:00 p.m. 9.5. Public Affairs-Communications-Technology Committee (Beverage/Collett) • Minutes of the meeting held February 20, 2013 at 4:00 p.m. were provided in the agenda packet. • Next meeting is scheduled to be held March 4, 2013 at 4:00 p.m. 9.6. YLWD-City of Placentia Joint Agency Committee (Melton/Hawkins) ■ Next meeting is scheduled to be held in May 2013. Specific date and time is yet to be determined. ' 9.7. YLWD-City of Yorba Linda Joint Agency Committee (Melton/Hawkins) ■ Meeting to be scheduled. (The first meeting of this Committee was subsequently scheduled for April 17, 2013 at 6:00 p.m.) 9.8. YLWD-MWDOC-OCWD Joint Agency Committee (Beverage/Melton) • Next meeting is scheduled to be held March 26, 2013 at 4:00 p.m. 9.9. Citizens Advisory Committee (Beverage) • Minutes of the meeting held February 25, 2013 at 8:30 a.m. will be provided at the next regular Board meeting. • Next meeting is scheduled to be held March 25, 2013 at 8:30 a.m. 10. INTERGOVERNMENTAL MEETINGS ' 10.1. YL City Council — February 19, 2013 (Collett) Director Collett attended and reported that a presentation regarding OCSD's proposed sewer service fees was provided during the meeting. In addition, the City Council presented a proclamation declaring "Red Shirt 5 2013-040 Friday" in the City of Yorba Linda as well as appointed Councilmembers ' Anderson and Hernandez to the newly formed joint agency committee with the District. Also discussed was the recruitment of members for the City's Landscape Maintenance Citizen Advisory Committee. 10.2. MWDOC Board — February 20, 2013 (Melton/Staff) Director Melton attended and noted that it was a very brief meeting. As was announced earlier in the month, Mr. Kevin Hunt is no longer serving as the General Manager. Mr. Karl Seckel has been appointed as the Interim General Manager. 10.3. OCWD Board — February 20, 2013 (Kiley) Director Kiley was unable to attend this meeting as he was at the UWI Conference. 10.4. YL Planning Commission — February 27, 2013 (Hawkins) Director Hawkins attended and noted that there were a large number of attendees. Quite a few people spoke during the meeting in opposition to a proposed multi-family residential development near Prospect Ave and Yorba Linda Blvd. 11. BOARD OF DIRECTORS ACTIVITY CALENDAR ' 11.1. Meetings from March 1, 2013 —April 30, 2013 The Board reviewed the activity calendar and made no changes. Mr. Conklin requested that the Board set the date to conduct a workshop meeting to discuss the job description, salary and contract for the positions of General Manager. Following brief discussion, the workshop was scheduled for April 1, 2013 at 11:00 a.m. The Public Affairs- Communications-Technology Committee meeting scheduled to be held the same day will be held later in the month. (This meeting was subsequently rescheduled to Tuesday, April 2, 2013 at 4:00 p.m.) 12. CLOSED SESSION The meeting was adjourned to Closed Session at 9:12 a.m. All Directors were present. Also present were Mrs. Knight and Messrs. Conklin, Kidman, and Beltran. 12.1. 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 (OCSC — Case No. 00486884) 6 2013-041 ' The Board reconvened in Open Session at 10:02 a.m. President Melton announced that no other action was taken during Closed Session that was required to be reported under the Brown Act. 13. ADJOURNMENT 13.1. The meeting was adjourned at 10:02 a.m. The next Regular Meeting of the Board of Directors is scheduled to be held Thursday, March 14, 2013 at 8:30 a.m. eve Conklin Board Secretary 1 7