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HomeMy WebLinkAbout2013-05-09 - Board of Directors Meeting Minutes2013 -090 MINUTES OF THE YORBA LINDA WATER DISTRICT BOARD OF DIRECTORS REGULAR MEETING Thursday, May 9, 2013, 8:30 a.m. 1717 E Miraloma Ave, Placentia CA 92870 1. CALL TO ORDER The May 9, 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 Gary T. Melton, President Robert R. Kiley, Vice President Michael J. Beverage Ric Collett Phil Hawkins STAFF PRESENT Steve Conklin, Acting General Manager John DeCriscio, Operations Manager Stephen Parker, Finance Manager Annie Alexander, Executive Secretary Cindy Botts, Management Analyst Cheryl Kielty, Customer Service Rep II Delia Lugo, Senior Accountant Ken Mendum, Water Maintenance Superintendent Damon Micalizzi, Public Information Officer Carlos Moya, Accounting Assistant II Matt Ostiz, Maintenance Worker I Rachel Padilla, Customer Service Supervisor Maria Trujillo, Accounting Assistant I Rick Walkemeyer, SCADA Administrator ALSO PRESENT Brett Barbre, Director, Metropolitan Water District/ Municipal Water District of Orange Co. Gene Hernandez, Councilmember, City of Yorba Linda Eddy Beltran, Senior Counsel, Kidman Law LLP Daniel Mole, Chair, YLWD Citizens Advisory Committee Mike Moore 4. ADDITIONS /DELETIONS TO THE AGENDA Mr. Conklin requested to add the following item to the agenda as there was a need to take immediate action on this item and the need for action came to staff's attention subsequent to the agenda being posted. 2013 -091 14.2. CONFERENCES, SEMINARS, AND SPECIAL EVENTS City of Placentia Green Business Expo — May 18, 2013 OCWD 80th Anniversary Legislative Reception — June 3, 2013 Recommendation: That the Board of Directors authorize Director attendance at these events if desired. Director Beverage made a motion, seconded by Director Collett, to add Item No. 14.2. to the agenda. Motion carried 5 -0. 5. PUBLIC COMMENTS Mr. Moore, a customer of the District, addressed the Board and thanked them for their efforts in building redundancy in the water distribution system over the last few years. He then expressed his concern regarding the vacant position of General Manager and urged the Board to take action to fill this position and the position of Assistant General Manager as soon as possible. Director Barbre addressed the Board and provided an update on the current water supply situation. He noted that the snow pack this year was very low and fortunately, MWD had approximately 3.5M acre feet of water in storage. He also mentioned that the MWD Board would soon be discussing the allocation of additional revenue received due to increased water sales. He stated that he would be advocating the use of these funds to supplement long -term expenditures such as the OPEB Irrevocable Trust Fund and the PAYGo program to help mitigate against future rate increases. Director Barbre then invited the Board to attend the Orange County Water Summit on May 17, 2013. President Melton thanked the MWD Board for their foresight in storing water for such times when it isn't as plentiful. S. SPECIAL RECOGNITION 6.1. Recognition of Employees for Their Service to the District Mr. Conklin noted that Mr. Lopez and Mr. Nottingham were unfortunately unable to attend this meeting and would be recognized at another Board meeting in the future. ■ Jorge Lopez, Maintenance Distribution Operator II (5 Years) ■ Cody Nottingham, Maintenance Distribution Operator II (5 Years) Matt Ostiz, Maintenance Worker 1 (5 Years) Mr. Mendum provided an overview of Mr. Ostiz's work history and the various certifications he has obtained. 2 2013 -092 Cheryl Kielty, Customer Service Representative II (15 Years) Mr. Parker provided an overview of Ms. Kielty's work history with the District. Mr. Parker noted that Ms. Kielty had fielded an estimated 37,000 customer calls during her tenure. The Board and audience applauded Ms. Kielty and Mr. Ostiz for their service. Mr. Conklin presented each of them with a pin commemorating the number of years they had served the District. Messrs. Mendum and Ostiz and Mmes. Kielty and Padilla left the meeting at this time. 6.2. Recognize Staff for Receipt of Distinguished Budget Presentation Award for FY 2012/13 from the Government Finance Officers Association Mr. Conklin recognized Messrs. Parker and Moya and Mmes. Botts, Lugo, and Trujillo and thanked them for their work on the FY 2012/13 budget document. Mr. Conklin noted that receipt of this award represented a significant achievement for the agency and reflected the commitment of the District and its staff to the highest principals of governmental budgeting. This is the second year in a row that the District has been presented with this award. The Board and audience applauded these individuals for their efforts. Mr. Moya and Mmes. Botts, Lugo and Trujillo left the meeting at this time. 7. COMMITTEE REPORTS 7.1. Citizens Advisory Committee (Beverage) Minutes of the meeting held April 22, 2013 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 including the Committee's structure and the possible adoption of bylaws. He noted that there are currently 10 members actively serving on the Committee. Originally there were 12 but one person recently resigned and the other has not attended any meetings in some time. On a side note, Mr. Mole suggested that the District provide some kind of formal identification for its subcontractors so that the public can easily ascertain that these individuals are performing work for the District. Mr. Mole continued his report and briefly commented on a presentation provided by staff during the meeting regarding the District's public relations efforts. He then requested feedback from the Board in regards to the Committee's role. Director Kiley commented on his previous experience serving on the Committee and the responsibility of its members to disseminate the information they were receiving out to the District's constituents. 3 2013 -093 Councilmember Hernandez spoke briefly and agreed with Mr. Mole's suggestion for identification of District subcontractors due to the increase of burglaries in the community. Director Beverage also commented on the Committee's discussion regarding their role and matters to be presented to them for review and comment as well as the development of a brochure containing FAQs related to the District that will be made available for distribution by Committee members. Mr. Mole provided additional comments regarding the development of bylaws or a code of conduct that would delineate the expectations of members serving on the Committee. Director Barbre spoke briefly about a brochure being developed by MWDOC that will contain FAQs about water issues in Orange County. This publication will be made available to the District for distribution to its customers. ■ Next meeting is scheduled to be held May 20, 2013 at 8:30 a.m. 8. CONSENT CALENDAR Director Collett made a motion, seconded by Director Kiley, to approve the Consent Calendar. Director Collett abstained from voting on a payment made to Placentia Disposal as listed on the Credit Card Summary in Item No. 8.4. as he has a financial interest with the vendor. Motion carried 5 -0. 8.1. Minutes of the Board of Directors Workshop Meeting held April 18, 2013 Recommendation: That the Board of Directors approve the minutes as presented. 8.2. Minutes of the Board of Directors Special meeting held April 19, 2013 Recommendation: That the Board of Directors approve the minutes as presented. 8.3. Minutes of the Board of Directors Regular Meeting held April 25, 2013 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 $605,622.15. 4 2013 -094 8.5. Progress Payment No. 1 for the Yorba Linda Blvd Pump Station Project Recommendation: That the Board of Directors approve Progress Payment No. 1 in the net amount of $80,197.10 to ECI, Inc. for construction of the Yorba Linda Blvd Pump Station Project, Job No. 2008 - 17B. 8.6. Investment Report for Period Ending March 31, 2013 Recommendation: That the Board of Director's receive and file the Investment Report for the Period Ending March 2013. 9. ACTION CALENDAR 9.1. Approval of Change Order No. 1 for the 2012 Waterline Replacement Phase II Project Mr. Conklin explained that work was currently proceeding on construction of this project. During excavation, the contractor discovered some very wet soil conditions that required a more suitable backfill material than was was previously specified. Also included in the Change Order are some District - initiated changes related to the size and material of the pipeline. Director Kiley stated that the Planning- Engineering- Operations Committee had discussed this matter at its most recent meeting and recommended Board approval. Mr. Conklin briefly responded to questions from the Board related to the condition of the soil. Director Kiley made a motion, seconded by Director Collett, to approve Change Order No. 1 in the amount of $29,764. 11 and no additional days to TBU Construction Inc., for construction of the 2012 Waterline Replacement Phase 11 Project, Job No. 2011 -20. Motion carried 5 -0. 9.2. Draft 2013 Water Quality Report Mr. Conklin explained that the District is required by law to provide this report to its customers on an annual basis. Historically, this notice had to be mailed to each customer at a cost of approximately $9,000. The restraints regarding delivery of this report were recently modified to allow electronic distribution on the District's website. This change in legislation will result in a substantial cost savings for the District and its constituents. A small number of reports will still be printed at a cost of $900 and will be made available to those customers who might request one. Mr. Conklin further noted that over 23,000 analyses were conducted during the previous year and that the District had never received a violation. Director Beverage stated that the Public Affairs - Communications - Technology (PACT) Committee had reviewed the report at its most recent meeting and the members were impressed with the opportunity for the District to save additional money. Hard copies of the printed report will also be provided to members of the Citizens Advisory Committee for reference and distribution. 5 2013 -095 Director Beverage made a motion, seconded by Director Hawkins, to approve the 2013 Water Quality Report and authorize staff to make this report available on the District's website pursuant to the new State and Federal law regarding CCR's electronic delivery. Motion carried 5 -0. 9.3. Implementation of a Consolidated Storage and Backup Solution Mr. Conklin explained that this matter had also been presented to the PACT Committee for consideration. It was being brought forward to the Board at this meeting to allow enough time for installation of the hardware and software before June 30, 2013 should the authorization be approved. Mr. Conklin then summarized the benefits the package would provide the District. Mr. Beltran noted that the total cost of the agreement needed to be revised to indicate an amount not to exceed $76,000. This change would allow for additional costs that may be incurred related to the installation of some of the more difficult servers. Mr. Conklin and Mr. Walkemeyer then responded to questions from the Board regarding the potential need for these additional services, the location of the hardware and backup data, and future plans for offsite data storage. Director Collett made a motion, seconded by Director Hawkins, to authorize the Acting General Manager to execute a Professional Services Agreement with MR2 Solutions in an amount not to exceed $76,000.00, for the hardware, software and installation costs for a Consolidated Storage and Backup Solution. Motion carried 5 -0. Mr. Mole left the meeting at this time. 9.4. Award of Contract for Operations and Efficiency Study Mr. Conklin explained that back in April, the Board had interviewed two firms and selected Koff & Associates, Inc. to perform the study. Staff has been working with the firm and legal counsel in preparing the agreement. The kick -off meeting and initial interviews of Directors and staff have been scheduled for June 4 -5, 2013. Director Beverage made a motion, seconded by Director Hawkins, to approve a Professional Services Agreement with Koff & Associates, Inc., for preparation of an Operations and Efficiency Study, for a total fee not to exceed $31,900, in accordance with the attached proposal, dated March 18, 2013, and updated project schedule dated April 23, 2013. Motion carried 5 -0. 9.5. Adopting a Public Investment Policy Mr. Parker explained that the State of California recommended that the District's investment policy be reviewed and updated as necessary on an annual basis. This year, staff desired to do a large scale revision based on new guidance provided by the California Municipal Treasurer's Association. There would be no significant changes to authorized investments. Legal counsel reviewed the revised policy and requested 6 2013 -096 some additional minor revisions. Mr. Parker responded to questions from the Board regarding the District's benefit received from belonging to and accepting the suggested investment criteria of various financial associations. Director Hawkins made a motion, seconded by Director Kiley, to adopt Resolution No. 13 -06 Setting Forth a Public Funds Investment Policy and Rescinding Resolution No. 11 -24. Motion carried 5 -0 on a Roll Call vote. 10. DISCUSSION ITEMS 10.1. Well #18 Engine Overhaul Mr. Conklin explained that in accordance with Resolution No. 13 -03, staff was required to inform the Board when it was necessary to perform non- scheduled repairs to capital assets and the associated costs would be charged to the District's Maintenance Reserve Account. Mr. Conklin reported that such work is currently needed for the natural -gas engine powering Well 18. Mr. DeCriscio then provided the Board with additional details regarding the work needed to get this well back on line. Mr. Conklin and Mr. DeCriscio then responded to questions from the Board regarding the cost estimate, time needed to complete the repair work and previous repair work performed on the same engine. 11. REPORTS, INFORMATION ITEMS, AND COMMENTS 11.1. President's Report President Melton stated that he would like to recognize a District staff member, Mr. Eduardo Gutierrez, for the assistance he provided to an individual over the weekend. While it turned out that the person wasn't a District customer, Mr. Guiterrez made a great effort to provide any help that he could. Director Kiley commented on the opening of the new hardware store in Yorba Linda and the District's information booth and water station at Costco's Business Expo. 11.2. Directors' Report ■ Anaheim Water Sustainability Campus Dedication Ceremony— May 7, 2013 (Kiley) Director Kiley reported on his attendance at this event and noted that the facility was open to the public. 7 2013 -097 11.3. Acting General Manager's Report Mr. Conklin reported that the District would be sponsoring a table at the upcoming Orange County Water Summit and that 3 of the Directors and a few members of staff and the Citizens Advisory Committee would be in attendance. He further reported that the kick -off meeting for the Operations & Efficiency study had been scheduled for June 4 -5, 2013. In addition, 2 training sessions regarding harassment prevention have been scheduled for May 16, 2013. Construction is in progress for the two projects on Richfield Road and Gun Club Road and a Request for Proposals has been issued for design of the Fairmont Booster Station. The public comment period for the Environmental Impact Report for the District's request for annexation to OCWD will end on May 17, 2013. And finally, the deadline for response from those public agencies contacted in regards to their interest in purchasing or leasing the Plumosa property is fast approaching (May 28, 2013). 11.4. General Counsel's Report Mr. Beltran stated that he did not have anything to report and that the Closed Session would not be needed. 11.5. Future Agenda Items and Staff Tasks Mr. Micalizzi addressed the Board regarding a news article related to the proposed Esperanza Hills and Cielo Vista developments which contained several misstatements associated with the District. He requested direction from the Board in regards to a response. Mr. Conklin noted that in order for the Board to provide direction related to this matter, the Directors would need to take a vote to add it to the agenda. Director Beverage made a motion, seconded by Director Collett to add this matter to the agenda. Motion passed 5 -0. Following discussion, Mr. Micalizzi was directed to formally respond to the writer of the article. Mr. Micalizzi left the meeting at this time. 12. COMMITTEE REPORTS 12.1. Executive- Administrative- Organizational Committee (Melton /Kiley) ■ Next meeting is scheduled to be held May 21, 2013 at 4:00 p.m. n 2013 -098 12.2. Finance - Accounting Committee (Hawkins /Melton) ■ Minutes of the meeting held April 22, 2013 at 12:00 p.m. were provided in the agenda packet. ■ Next meeting is scheduled to be held May 31, 2013 at 8:30 a.m. 12.3. Personnel -Risk Management Committee (Collett/Beverage) ■ Minutes of the meeting held May 8, 2013 at 4:00 p.m. will be provided at the next regular Board meeting. ■ Next meeting is scheduled to be held May 14, 2013 at 4:00 p.m. 12.4. Planning- Engineering- Operations Committee (Kiley /Hawkins) ■ Minutes of the meeting held May 6, 2013 at 4:00 p.m. will be provided at the next regular Board meeting. ■ Next meeting is scheduled to be held June 6, 2013 at 3:00 p.m. 12.5. Public Affairs - Communications - Technology Committee (Beverage /Collett) ■ Minutes of the meeting held May 7, 2013 at 4:00 p.m. will be provided at the next regular Board meeting. ■ Next meeting is scheduled to be held May 22, 2013 at 3:00 p.m. 12.6. YLWD -City of Placentia Joint Agency Committee (Melton /Hawkins) ■ Next meeting is scheduled to be held June 17, 2013 at 9:30 a.m. 12.7. YLWD -City of Yorba Linda Joint Agency Committee (Kiley /Beverage) ■ Minutes of the meeting held April 17, 2013 at 6:00 p.m. will be provided at the next regular Board meeting. ■ Next meeting is scheduled to be held June 19, 2013 at 6:00 p.m. Q7 2013 -099 12.8. YLWD - MWDOC -OCWD Joint Agency Committee (Beverage /Melton) ■ Next meeting is scheduled to be held May 28, 2013 at 4:00 p.m. 13. INTERGOVERNMENTAL MEETINGS 13.1. MWDOC /MWD Workshop — May 1, 2013 (Melton /Staff) Director Melton attended and commented on a presentation regarding the Bay -Delta Conservation Plan which was provided at the meeting. Also discussed was the uncertainty of the water bond. 13.2. OCWD Board — May 1, 2013 (Kiley) Director Kiley attended but did not have any District related business to report. 13.3. WACO — May 3, 2013 (Hawkins /Kiley) Directors Hawkins and Kiley were unable to attend this meeting. 13.4. YL City Council — May 7, 2013 (Kiley) Director Kiley attended and commented on a presentation regarding Southern California Edison's advanced meter program. The firm contracted to perform the City's audit also provided a presentation regarding the agency's FY 2011/12 financial statements. Councilmember Hernandez briefly commented on a proposed moratorium on planting pine trees which was discussed during the meeting and responded to questions from the Board regarding the City's audit. 14. BOARD OF DIRECTORS ACTIVITY CALENDAR 14.1. Meetings from May 10, 2013 — June 30, 2013 The Board reviewed the activity calendar and made no changes. Director Collett asked for confirmation of the date for the District facilities tour as it wasn't listed on the calendar. Mr. Conklin responded that the tour had been scheduled for June 20, 2013. 14.2 CONFERENCES, SEMINARS, AND SPECIAL EVENTS City of Placentia Green Business Expo — May 18, 2013 OCWD 80th Anniversary Legislative Reception — June 3, 2013 The Board briefly discussed each of the events. Director Kiley expressed an interest in attending the Business Expo. 10 2013 -100 Director Beverage made a motion, seconded by Director Collett, to authorize Director attendance at the City of Placentia Green Business Expo if desired. Motion carried 5 -0. (No Closed Session was held.) 15. CLOSED SESSION 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 (OCSC — Case No. 00486884) 15.2. Conference with Legal Counsel — Anticipated Litigation Significant Exposure to Litigation Pursuant to Paragraph (2) of Subdivision (d) of Section 54956.9 of the California Government Code Related to Line Break at 1301 North Rose Drive, Placentia CA 92870 Number of Potential Cases: One 16. ADJOURNMENT 16.1. The meeting was adjourned at 10:11 a.m. The next Regular Board of Directors Meeting will be held Thursday, May 23, 2013 at 8:30 a.m. 11