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HomeMy WebLinkAbout2013-10-24 - Board of Directors Meeting Minutes2013 -203 MINUTES OF THE YORBA LINDA WATER DISTRICT BOARD OF DIRECTORS REGULAR MEETING Thursday, October 24, 2013, 8:30 a.m. 1717 E Miraloma Ave, Placentia CA 92870 1. CALL TO ORDER The October 24, 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 Delia Lugo, Acting Finance Manager Art Vega, Acting IT Manager Annie Alexander, Executive Secretary Richard Cabadas, Accounting Assistant I Ken Graff, Maintenance Distribution Operator II Jorge Lopez, Maintenance Distribution Operator II Anthony Manzano, Senior Project Manager Damon Micalizzi, Public Information Officer Derek Nguyen, Water Quality Engineer Tiffany Nguyen, Senior Accountant Jeremy Smith, Maintenance Worker I Anthony Varian, Maintenance Distribution Operator ALSO PRESENT Brett Barbre, Director, MWDSC and MWDOC Gene Hernandez, Councilmember, City of Yorba Linda Art Kidman, Partner, Kidman Law LLP Fred Cornwell, Representing the King Family Trust Gordon Thomson, Representing the King Family Trust Mike Payne, Representing the King Family Trust Mark Hillard, Representing the Mount San Antonio Homeowners Association Jack Williams, Representing the Mount San Antonio Homeowners Association 4. ADDITIONS /DELETIONS TO THE AGENDA Mr. Conklin requested to remove Item Nos. 7.6. and 7.9. from the Consent Calendar for separate action. The Board agreed. 2013 -204 5. PUBLIC COMMENTS None. 6. SPECIAL RECOGNITION 6.1. Introduction of Newly Hired Employees • Jeremy Smith, Maintenance Worker I • Tiffany Nguyen, Senior Accountant • Richard Cabadas, Accounting Assistant I Management staff introduced the above listed personnel and provided the Board with an overview of their background and work experience. The Board welcomed these new employees to the District. Mr. Conklin then introduced Messrs. Graff, Lopez, and Varian and explained that Director Kiley had requested these staff members be in attendance at the Board meeting in order to be recognized for their excellent customer service. Director Kiley stated that he had experienced a water leak on his property after hours and that these staff members had responded quickly and competently. Director Kiley then thanked these employees for their efforts. Mrs. Nguyen and Messrs. Smith, Cabadas, Graff, Lopez, and Varian left the meeting at this time. 7. CONSENT CALENDAR Director Collett made a motion, seconded by Director Kiley, to approve the Consent Calendar. Motion carried 5 -0. 7.1. Minutes of the Board of Directors Workshop Meeting held October 3, 2013 Recommendation: That the Board of Directors approve the minutes as presented. 7.2. Minutes of the Board of Directors Special Meeting held October 4, 2013 Recommendation presented. That the Board of Directors approve the minutes as 7.3. Minutes of the Board of Directors Regular Meeting held October 10, 2013 Recommendation: That the Board of Directors approve the minutes as presented. 2 2013 -205 7.4. Payments of Bills, Refunds and Wire Transfers Recommendation: That the Board of Directors ratify and authorize disbursements in the amount of $2,032,607.69. 7.5. Progress Payment No. 8 for the 2012 Waterline Replacement Project, Phase II Recommendation: That the Board of Directors approve Progress Payment No. 8 in the net amount of $69,164.92 to TBU, Inc. for construction of the 2012 Waterline Replacement Project, Phase II, Job No. 2011 -20. 7.7. Supplemental Declaration for Amalfi Hills Recommendation: That the Board of Directors approve the Supplemental Declaration of Covenants, Conditions, Restrictions and Reservation of Easements for Amalfil Hills. 7.8. Quitclaim Deed for 18151 Catalina Court Recommendation: That the Board of Directors authorize the President and Secretary to execute a Quitclaim Deed to Mr & Mrs. William Akers for abandoning the northerly 59.31 feet of the 15 -foot wide District easement, as Instrument No. 20010763330 of Official Records of Orange County. ITEMS REMOVED FROM THE CONSENT CALENDAR FOR SEPARATE ACTION 7.6. Terms and Conditions for Water and Sewer Service with King Family Trust, Tract 16488 Mr. Conklin explained that the King Family Trust was proposing to develop 11 residential lots on its 20 -acre site in the upper Casino Ridge area. He then reviewed some of the issues of concern addressed in the Terms and Conditions (T &Cs) including water storage, fire flow, and water pressure for the proposed development. Similar T &Cs for the proposed project were previously approved by the Board on October 13, 2011. Mr. Conklin then responded to questions from the Board regarding which reservoir would be serving the proposed development, the number of homes that would be required to have individual residential booster pumps, the location of the District's easement, and the City's handling of storm water runoff. President Melton then opened the meeting to public comments regarding this matter. Mr. Hillard, attorney for the Mount San Antonio Homeowners Association (HOA), addressed the Board and expressed the organization's concerns related to the T &Cs for the proposed development project. He stated that there was no finalized agreement between the HOA and the King Family Trust to date, that the HOA did not want to be held responsible for the residential booster pumps, and that the HOA would like the developers to be required to provide a surety bond. 3 2013 -206 Mr. Payne, representing the King Family Trust, addressed the Board and stated that the issues related to the agreement between the HOA and the King Family Trust would be worked out between those two parties and would not have any effect on the T &Cs with the District. He further stated that the developer would require that the homeowners be responsible for the residential booster pumps and that the required surety bonds would be provided. Mr. Thomson, also representing the King Family Trust, addressed the Board and briefly commented on the developer's discussions with the HOA related to fuel modification zone as well as previous dealings between the HOA and the King Family. President Melton then asked for clarification that the issues existing between the HOA and the King Family Trust were not related to the District. This was confirmed. Director Collett made a motion, seconded by Director Hawkins, to approve the Terms and Conditions for Water and Sewer Service with the King Family Trust, Tract No. 16488, Job No. 200911. Motion carried 5 -0. All of the individuals representing the King Family Trust and the Mount San Antonio Homeowners Association left the meeting at this time. 7.9. Quitclaim Deed and Relocation of Easement for 4830 Roosevelt Court Mr. Conklin explained that following posting of the agenda, staff discovered that the name of Katherine Minnick as listed on both of these documents needed to be corrected to read Merissa Minnick. The documents were subsequently revised and distributed to the Board and made available to the public. Staff is recommending approval of the documents as corrected. Director Beverage made a motion, seconded by Director Hawkins, to (1) authorize the President and Secretary to execute a Quitclaim Deed to Mr. & Mrs. Mike Minnick for abandoning the southerly 15 -foot wide District easement in Book 863, Pages 22 to 25 of Official Records of Orange County; and (2) authorize execution of an Easement Deed within the actual pipeline alignment within the same property. Motion carried 5 -0. 8. ACTION CALENDAR 8.1. Annexation Response Letter to the City of Placentia Mr. Conklin explained that the City of Placentia had sent a letter opposing the District's proposed annexation to the Orange County Water District which was approved on October 2, 2013. During the YLWD /City of Placentia Joint Agency Committee meeting that was held on October 14, 2013, this letter and conditions relating to the annexation were discussed. It was then agreed that the District would provide a letter in reply to the City's issues and concerns. Mr. Conklin then responded to questions from the Board in regards to the need for a response to the City's letter. 0 2013 -207 Director Hawkins made a motion, seconded by Director Melton, to authorize the Acting General Manager to submit the response letter to the City of Placentia. Motion carried 3 -2 with Directors Beverage and Collett voting No. 8.2. Construction of Well 21 Pump -to -Waste Outlet Structure Mr. Conklin explained that OCWD had requested that the District complete construction of a pump -to -waste outlet structure for Well 21 while the water level in Conrock Basin was near empty. The bid opening for construction of this structure was conducted on October 22, 2013. A revised agenda report listing the bid results had been distributed to the Board and made available to the public. Staff reviewed the bids and recommend moving forward with the execution of a Construction Contract with Pascal & Ludwig Constructors in the amount of $97,300. Mr. Conklin then responded to questions from the Board related to the budget for construction of Well 21. Director Hawkins made a motion, seconded by Director Kiley, to authorize execution of a Construction Contract to the lowest responsible bidder, Pascal & Ludwig Constructors, in the amount of $97,300 for the Construction of Well 21 Pump -to -Waste Outlet Structure. Motion carried 5 -0. 8.3. Invitation to Join the California Association of Sanitation Agencies (CASA) Mr. Conklin explained that he had spoken with Mike Dunbar regarding the possibility of the District becoming a member of CASA. This matter was reviewed by the Executive - Administrative - Organizational Committee who agreed that it was a good idea. Director Kiley made a motion, seconded by Director Hawkins, supporting the District's membership in CASA. Motion carried 5 -0. 8.4. Vehicle Purchases for District Mr. DeCriscio explained that the Board had previously approved the funds to purchase four replacement vehicles for the Engineering, IT and Operations departments in the 2013/14 Capital Outlay Budget. Mr. DeCriscio provided an overview of the vehicles to be purchased and the quotes received from four vendors. Following review, staff is recommending that the District purchase the vehicles from Villa Ford, Director Collett noted that the budgeted amount for this purchase was $170,000. Director Collett made a motion, seconded by Director Hawkins, to authorize the Acting General Manager to purchase the four replacement vehicles from Villa Ford for an estimated cost of $154, 000. Motion carried 5 -0. 5 2013 -208 9. REPORTS, INFORMATION ITEMS, AND COMMENTS 9.1. President's Report None. 9.2. Directors' Report • Yorba Linda Mayor's Prayer Breakfast — October 17, 2013 (Hawkins /Kiley /Melton) • Mayor of YL State of the City Address — October 23, 2013 (Collett/Hawkins /Kiley /Melton) • MWDOC Water Policy Forum & Dinner — October 23, 2013 (Collett /Kiley /Melton) Directors Collett, Hawkins, Kiley and Melton briefly reported on their attendance at the above events. 9.3. Acting General Manager's Report Mr. Conklin reported that the District's annual Health and Benefits Awareness Fair was held on October 15, 2013. Flu shots that were originally planned to be provided that day were rescheduled to October 30, 2013. He then reported on the results of the recent YLWD /City of Yorba Linda Joint Agency Committee meeting held October 16, 2013. Presentations were provided by staff from the District, the City of Yorba Linda, the Orange County Fire Authority, and the Orange County Sheriff's Department. Councilmember Hernandez noted that he was very pleased with the presentations that were provided. Mr. Micalizzi stated that he was also pleased and that he was currently working on editing the video footage of the meeting in preparation for it to be aired on the local public access television station. The next YLWD /City of Yorba Linda Joint Agency Committee meeting is scheduled to be held December 18, 2013 at 6:00 p.m. and will be held at the District's offices. Mr. Conklin continued his report and stated that construction was proceeding on the Waterline Replacement Project. Work on the new pipeline and pressure regulating station on Suncrest was continuing and the roof structure for the Yorba Linda Blvd Pump Station was taking shape. Mr. Conklin then asked Mr. DeCriscio to provide the Board with an update regarding activities in the Operations Department. Mr. DeCriscio reported that staff had been working on removing air in the waterlines in Zones 1, 2 and 3. Mr. Conklin clarified that the air in the waterlines was strictly a matter of aesthetics and not quality. Mr. Conklin stated that he would be out of the office the following week and that Mrs. Knight and Mr. DeCriscio would be serving as the manager in charge on specified days during that time. Mr. Conklin then asked Mr. Nguyen to provide the Board with an overview of the new MCL proposed by the Department of Public Health for Chromium 6. Mr. Nguyen provided a PowerPoint presentation regarding existing and proposed regulations for Chromium 6 and levels detected in the District's water sources. Staff will keep the Board updated as appropriate. 9 2013 -209 Mr. Nguyen and Mr. Manzano left the meeting at this time. 9.4. General Counsel's Report Mr. Kidman did not have any comments at this time but did note that a Closed Session would be needed. 9.5. Future Agenda Items and Staff Tasks None. 10. COMMITTEE REPORTS 10.1. Executive - Administrative - Organizational Committee (Melton /Kiley) ■ Minutes of the meeting held October 15, 2013 at 4:00 p.m. were provided in the agenda packet. ■ Next meeting is scheduled to be held November 21, 2013 at 4:00 p.m. 10.2. Finance - Accounting Committee (Hawkins /Melton) ■ Next meeting is scheduled to be held October 28, 2013 at 9:00 a.m. 10.3. Personnel -Risk Management Committee (Collett /Beverage) ■ Minutes of the meeting held October 8, 2013 at 4:00 p.m. were provided in the agenda packet. ■ Next meeting is scheduled to be held November 12, 2013 at 4:00 p.m. 10.4. Planning- Engineering- Operations Committee (Kiley /Hawkins) • Minutes of the meeting held October 7, 2013 at 12:00 p.m. were provided in the agenda packet. ■ Next meeting is scheduled to be held November 13, 2013 at 12:00 p.m. 10.5. Public Affairs - Communications - Technology Committee (Beverage /Collett) ■ Minutes of the meeting held October 14, 2013 at 4:00 p.m. were provided in the agenda packet. 7 2013 -210 ■ Next meeting is scheduled to be held November 4, 2013 at 4:00 p.m. 10.6. Organizational and Efficiency Study Ad Hoc Committee (Beverage /Hawkins) ■ Next meeting to be scheduled. 10.7. YLWD -City of Placentia Joint Agency Committee (Melton /Hawkins) ■ Minutes of the meeting held October 14, 2013 at 9:30 a.m. will be provided at the next regular Board meeting. ■ Next meeting to be scheduled. 10.8. YLWD -City of Yorba Linda Joint Agency Committee (Kiley /Beverage) ■ Minutes of the meeting held October 16, 2013 at 7:00 p.m. will be provided at the next regular Board meeting. • Next meeting is scheduled to be held December 18, 2013 at 6:00 p.m. 10.9. YLWD - MWDOC -OCWD Joint Agency Committee (Beverage /Melton) ■ Next meeting is scheduled to be held November 26, 2013 at 4:00 p.m. 10.10. Citizens Advisory Committee (Beverage) ■ Next meeting is scheduled to be held October 28, 2013 at 8:30 a.m. 11. INTERGOVERNMENTAL MEETINGS (The following items were taken out of order.) 11.1. Yorba Linda LMAD CAC — October 10, 2013 (Beverage) Director Beverage attended and reported that the Committee was still working on the development of its mission statement. 11.5. Yorba Linda LMAD CAC — October 21, 2013 (Kiley) Director Kiley attended and reported that the Committee was working on developing a uniform landscape policy. 12. 13. 14. 2013 -211 11.2. YL City Council — October 15, 2013 (Collett) Director Collett attended and commented on two public hearings regarding the Housing Element and the Brandywine Homes development which were held during the meeting. 11.3. MWDOC Board — October 16, 2013 (Staff) Mr. Conklin attended and noted that it was a very quick meeting. 11.4. OCWD Board — October 16, 2013 No report was provided regarding this meeting as neither a Director or member of staff were able to attend. 11.6. YL Planning Commission — October 23, 2013 (Hawkins) Director Hawkins reviewed the agenda for this meeting and determined that it would not be necessary to attend. BOARD OF DIRECTORS ACTIVITY CALENDAR 12.1. Meetings from October 25, 2013 —November 30, 2013 The Board reviewed the activity calendar and made no changes. CONFERENCES, SEMINARS, AND SPECIAL EVENTS 13.1. WEROC South EOC Open House —November 6, 2013 Weymouth Treatment Plant Inspection Trip — November 8, 2013 Director Beverage made a motion, seconded by Director Collett, to authorize Director attendance at these events if desired. Motion carried 5 -0. Director Kiley expressed an interest in attending the WEROC Open House. CLOSED SESSION The meeting was adjourned to Closed Session at 9:58 a.m. All Directors were present. Also present were Messrs. Conklin, Kidman and Beltran. 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. State of Pennsylvania, Case No. 00486884) 9 Insurance Company of the et al (OC Superior Court — 2013 -212 14.2. Conference with Legal Counsel — Pending Litigation Pursuant to Subdivision (a) of Section 54956.9 of the California Government Code Name of Case: City of Anaheim vs. Ana J. Matosantos, et al. (Superior Court of CA, Sacramento — Case No. 34- 2013- 80001529) 14.3. 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 14.4. 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 written communications from potential plaintiffs threatening litigation. Number of Potential Cases: One 14.5. Public Employment Pursuant to Section 54957 of the California Government Code Title: General Manager The Board reconvened in Open Session at 10:10 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 :11 am. The next Regular Board of Directors Meeting will be held Thursday, November 14, 2013 at 8:30 a.m. __ t . onklin Board Secretary 10