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HomeMy WebLinkAbout2013-04-11 - Board of Directors Meeting Minutes 2013-069 MINUTES OF THE YORBA LINDA WATER DISTRICT BOARD OF DIRECTORS REGULAR MEETING Thursday, April 11, 2013, 8:30 a.m. 1717 E Miraloma Ave, Placentia CA 92870 1. CALL TO ORDER The April 11, 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 Gina Knight, HR and Risk Manager Ric Collett Stephen Parker, Finance Manager Phil Hawkins Art Vega, Acting IT Manager Annie Alexander, Executive Secretary Ruben Maldonaldo, Water Quality Tech II Damon Micalizzi, Public Information Officer Rick Walkemeyer, SCADA Administrator ALSO PRESENT Brett Barbre, Director, Municipal Water District of Orange County (MWDOC) Eugene Hernandez, Councilmember, City of Yorba Linda Kathleen Tiegs, Director, Cucamonga Valley Water District (CVWD) Art Kidman, Partner, Kidman Law LLP Roger W. Simpson, Attorney, Law Office of Roger W. Simpson Daniel Mole, Chair, YLWD Citizens Advisory Committee 4. ADDITIONS/DELETIONS TO THE AGENDA None. 5. PUBLIC COMMENTS Director Tiegs addressed the Board and thanked them for their consideration in regards to her bid for Vice President of the Association of California Water Agencies (ACWA). She provided the Board with an overview of her career in the water industry and explained that she is currently serving a second term on the CVWD Board of Directors. In addition, she is also serving as President for the Association of San Bernardino County Special Districts and as a Board Member 1 2013-070 for the California Special Districts Association. Ms. Tiegs further commented on her experience serving on the ACWA Region 9 Board of Directors and the ACWA Legislative Affairs Committee. She then responded to questions from the Board regarding her vision for ACWA if she were to become Vice President and the election process. The Board thanked Director Tiegs for her comments. Director Barbre addressed the Board and commented on an upcoming inspection tour being hosted by the Metropolitan Water District (MWD) and MWDOC of the State Water Project. He also reported on the current water supply situation and topics presented during MWDOC's Elected Officials Forum held the previous week. The Board thanked Director Barbre for his comments. Director Tiegs left the meeting at this time. 6. SPECIAL RECOGNITION 6.1. Recognition of Employees for Their Service to the District • Ruben Maldonaldo, Water Quality Technician II (5 Years) Mr. Conklin noted that Mr. Maldonaldo's job title was incorrectly listed as Water Quality Technician I in the agenda and that he had been promoted to the position of Water Quality Technician II during the previous year. Mr. Conklin then provided an overview of Mr. Maldonaldo's work history. Mr. Maldonaldo has been with the District just over 5 years and holds multiple water distribution and treatment related certificates. He is responsible for all the routine water sampling as well as administering the cross connection and backflow prevention programs for the District. • Rick Walkemeyer, SCADA Administrator (20 Years) Mr. Vega provided an overview of Mr. Walkemeyer's work history. Mr. Walkemeyer first joined the District in 1993 as a Chief Plant Operator and also holds multiple water distribution and treatment related certificates. Mr. Vega summarized one of the cost savings projects initiated by Mr. Walkemeyer related to power usage and the growth of his career with the District. The Board commended Mr. Maldonaldo and Mr. Walkemeyer for their service. Mr. Conklin presented each of them with a pin commemorating the number of years they had served the District. Messrs. Maldonaldo and Walkemeyer left the meeting at this time. 2 2013-071 7. COMMITTEE REPORTS 7.1. Citizens Advisory Committee (Beverage) • Minutes of the meeting held March 25, 2013 at 8:30 a.m. were provided in the agenda packet. Mr. Mole addressed the Board and offered an apology on behalf of the Committee members who cancelled their attendance at a recent inspection tour of the Colorado River hosted by MWDOC. Mr. Mole then provided a report regarding matters discussed during the meeting including a presentation provided by staff regarding water quality. Also discussed was the possibility of developing a code of conduct for participation on the committee. This topic will be placed on the next month's agenda for additional discussion. Mr. Mole provided the Board with feedback from the Committee regarding the members' desire to take a more active role in the District's decision-making process. President Melton thanked Mr. Mole for his report. Director Beverage reported on the status of the development of a brochure for use by Committee members which will include answers to frequently asked questions. He also relayed a comment from one of the Committee members related to the attendance for the MWDOC Colorado River Inspection Trip. • Next meeting is scheduled to be held April 22, 2013 at 8:30 a.m. Mr. Mole left the meeting at this time. 8. CONSENT CALENDAR Director Collett made a motion, seconded by Director Kiley, to approve the Consent Calendar. Motion carried 5-0. 8.1. Minutes of the Board of Directors Workshop Meeting held March 21, 2013 Recommendation: That the Board of Directors approve the minutes as presented. 8.2. Minutes of the Board of Directors Regular Meeting held March 28, 2013 Recommendation: That the Board of Directors approve the minutes as presented. 8.3. Minutes of the Board of Directors Workshop Meeting held April 1, 2013 Recommendation: That the Board of Directors approve the minutes as presented. 3 2013-072 8.4. Payments of Bills, Refunds and Wire Transfers Recommendation: That the Board of Directors ratify and authorize disbursements in the amount of$1,323,378.58. 9. ACTION CALENDAR 9.1. Preservation of Tax-Exempt Financing Mr. Parker explained that the resolution being presented to the Board related to legislation recently proposed by Congress and the President to repeal tax exempt financing for municipalities. This tax exemption results in considerable savings for municipalities when seeking bond funding for infrastructure development. The Government Finance Officers Association (GFOA) has requested all of its member agencies to present this resolution for consideration by their Councils and Boards. The Finance-Accounting Committee reviewed this matter at its last meeting and supports Board approval of the resolution. Legal counsel has also reviewed the resolution and requested one minor revision. Director Hawkins made a motion, seconded by Director Collett, to approve Resolution No. 13-05 In Support of the Preservation of Tax-Exempt Financing. Motion carried 5-0 on a Roll Call vote. 9.2. Mission, Vision and Core Values Signage for Lobby Mr. Conklin explained that the Public Affairs-Communications-Technology Committee had been reviewing options for signage in the lobby of the District's Administration building. Mr. Micalizzi invited the Board and members of the audience to view the proofs posted in the lobby. After viewing the designs, the Board and audience members returned to the Board room. Mr. Micalizzi described the materials that would be used to construct and display the signs. Director Beverage made a motion, seconded by Director Collett, to approve payment for the design and for providing the signage at the cost of$1,685.52, paid from the Public Affairs Budget. Motion carried 5-0. 9.3. Award of Janitorial Services Contract Mr. Conklin explained that due to continued unsatisfactory janitorial services, staff elected to solicit proposals from other providers. The contract with the current vendor was set to expire at the end of June. Mr. Conklin asked Mr. DeCriscio to provide the Board with additional details regarding the matter as the process was handled by the Operations Department. Mr. DeCriscio explained that 3 vendors responded to the District's Request for Proposals. Following review of the proposals and references, staff is recommending that the contract be awarded to SC PrimeSource, Inc. The District would need to provide the current vendor with a 10-day notice to terminate the existing contract. 4 2013-073 Mr. DeCriscio and Mr. Conklin then responded to questions from the Board regarding the cost of the current contract and the services provided. Director Beverage made a motion, seconded by Director Kiley, to authorize the Acting General Manager to enter into a Janitorial Service Contract with SC PrimeSource, Inc. The initial term of the contract will be for 14 months with service starting on May 1, 2013 and ending on June 30, 2014, with a total estimated contract cost of $68,355.00. Motion carried 5-0. 10. REPORTS, INFORMATION ITEMS, AND COMMENTS 10.1. President's Report President Melton did not have any comments at this time. 10.2. Directors' Report Director Hawkins commented on a public notice he had received from the City of Anaheim regarding a proposed water rate increase. • MWDOC Elected Officials Forum —April 4, 2013 (Collett/Kiley/Melton) Directors Collett, Kiley and Melton briefly reported on their attendance at this event. 10.3. Acting General Manager's Report Mr. Conklin also reported on his attendance at the forum. He reminded the Directors of the various Board and Committee meetings scheduled to take place the following week. In addition, he noted that it was the 5th anniversary of the move to the new building. Mr. Conklin and Mrs. Knight then reported on staff efforts related to a line break inside the Placentia- Linda Hospital and responded to questions from the Board. 10.4. General Counsel's Report Mr. Kidman introduced Mr. Simpson and provided an overview of his work experience with insurance related litigation. Mr. Kidman explained that Mr. Simpson was acting as Special Counsel for the District and would be attending the Closed Session to report on developments related to pending litigation. In addition, Mr. Kidman commented on the Public Records Act and how it was being interpreted in the courts in relation to electronic communications to and from elected officials. Councilmember Hernandez briefly commented on the City of Yorba Linda's practices and policies regarding electronic communications to Councilmembers. 10.5. Future Agenda Items and Staff Tasks None. 5 2013-074 11. COMMITTEE REPORTS 11.1. Executive-Administrative-Organizational Committee (Melton/Kiley) • Next meeting is scheduled to be held April 16, 2013 at 4:00 p.m. 11.2. Finance-Accounting Committee (Hawkins/Melton) • Minutes of the meeting held March 25, 2013 at 12:00 p.m. were provided in the agenda packet. • Next meeting is scheduled to be held April 22, 2013 at 12:00 p.m. 11.3. Personnel-Risk Management Committee (Collett/Beverage) • Minutes of the meeting held March 27, 2013 at 4:00 p.m. were provided in the agenda packet. • Next meeting is scheduled to be held April 9, 2013 at 4:00 p.m. 11.4. Planning-Engineering-Operations Committee (Kiley/Hawkins) • Minutes of the meeting held April 8, 2013 at 3:00 p.m. will be provided at the next regular Board meeting. • Next meeting is scheduled to be held May 2, 2013 at 3:00 p.m. 11.5. Public Affairs-Communications-Technology Committee (Beverage/Collett) • Minutes of the meeting held April 2, 2013 at 4:00 p.m. were provided in the agenda packet. • Next meeting is scheduled to be held May 6, 2013 at 4:00 p.m. 11.6. YLWD-MWDOC-OCWD Joint Agency Committee (Beverage/Melton) • Minutes of the meeting held March 26, 2013 at 4:00 p.m. were provided in the agenda packet. • Next meeting is scheduled to be held May 28, 2013 at 4:00 p.m. 6 2013-075 11.7. 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. 11.8. YLWD-City of Yorba Linda Joint Agency Committee (Kiley/Beverage) • First meeting is scheduled to be held April 17, 2013 at 6:00 p.m. at Yorba Linda City Hall. 12. INTERGOVERNMENTAL MEETINGS 12.1. YL City Council —April 2, 2013 (Kiley) Director Kiley attended and remarked on easements, encroachment issues and Landscape Maintenance Assessment Districts which were discussed during the meeting. 12.2. MWDOC/MWD Workshop —April 3, 2013 (Melton/Staff) Director Melton attended and reported that MWDOC's Board had decided to leave it to their Executive Committee to determine which firm to enter into an agreement with to conduct the recruitment for their General Manager. A presentation regarding the Cap-and-Trade Program (AB32) was also provided at the meeting. 12.3. OCWD Board —April 3, 2013 (Kiley/Staff) Director Kiley attended but did not have any District related business to report. 12.4. WACO —April 5, 2013 (Kiley) Director Kiley attended and commented on two presentations provided during the meeting regarding the capture of stormwater. 12.5. YL Planning Commission —April 10, 2013 (Melton) Director Melton attended and commented on three new businesses opening in the City of Yorba Linda which were discussed during the meeting. 13. BOARD OF DIRECTORS ACTIVITY CALENDAR 13.1. Meetings from April 12, 2013 — May 31, 2013 The Board reviewed the activity calendar. President Melton asked for confirmation of the date of the Orange County Water Summit. Mr. Conklin replied that the event was scheduled for Friday, May 17, 2013. President Melton, Vice President Kiley, and Director Collett expressed an interest in attending. 7 2013-076 14. CLOSED SESSION The meeting was adjourned to Closed Session at 9:58 a.m. All Directors were present. Also present were Mrs. Knight and Messrs. Conklin, Kidman, and Simpson. 14.1. 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) Mrs. Knight and Messrs. Conklin, Kidman and Simpson left the Closed Session at this time. 14.2. Public Employment Pursuant to Section 54957 of the California Government Code Title: General Manager The Board reconvened in Open Session at 10:50 a.m. President Melton announced that no action was taken during Closed Session that was required to be reported under the Brown Act. 15. ADJOURNMENT 15.1. The meeting was adjourned at 10:51 a.m. A Board of Directors Workshop Meeting has been scheduled for Thursday, April 18, 2013 at 8:30 a.m. A Special Board of Directors Meeting has also been scheduled for Friday, April 19, 2013 at 2:00 p.m. The next Regular Board of Directors Meeting will be held Thursday, April 25, 2013 at 8:30 a.m. — Steve Conklin Board Secretary 8