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