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HomeMy WebLinkAbout2009-01-08 - Board of Directors Meeting Minutes 2009-001 MINUTES OF THE YORBA LINDA WATER DISTRICT BOARD OF DIRECTORS REGULAR MEETING January 8, 2005 The January 8, 2009 regular meeting of the Yorba Linda Water District Board of Directors was called to order by President Summerfield at 6:30 p.m. The meeting was held at the District's office at 1717 E. Miraloma Ave, Placentia, California. DIRECTORS PRESENT STAFF PRESENT John W. Summerfield, President Ken Vecchiarelli, General Manager William R. Mills, Vice President Arthur G. Kidman, General Counsel Paul R. Armstrong Lee Cory, Operations Manager Michael J. Beverage Diane Cyganik, Finance Director Ric Collett Pat Grady, IT Director Gina Knight, HR Manager Steve Conklin, Consulting Engineer Art Vega, IT Administrator Cindy Mejia, Management Analyst Annie Alexander, Executive Secretary ADDITIONS/DELETIONS TO THE AGENDA Mr. Vecchiarelli requested to remove Item No. 10 from the agenda. This item was removed. Mr. Vecchiarelli requested to add an item to the agenda as there was a need to take immediate action and the item did not come to the attention of staff until after the agenda was posted. The item is a request to authorize the attendance of Directors and staff to attend a State Legislative Welcome Reception on January 15, 2009. On a motion by Director Mills, seconded by Director Collett, the request was added to the agenda as Item No. 14a. SPECIAL RECOGNITION President Summerfield presented proclamations to the following for their assistance provided during the Freeway Complex Fire on November 15, 2008: Water Emergency Response Organization of Orange County Santa Margarita Water District City of Garden Grove Fire Department Arrowhead Water Laguna Beach County Water District was also recognized but was not in attendance at the meeting. President Summerfield presented a proclamation to Michael A. Payne for 35 years of services to the District. 2009-002 PUBLIC COMMENTS President Summerfield announced that the meeting would be open to public comments regarding the Freeway Complex Fire Report immediately following the presentation (Item No. 8) and any other public comments could be made at this time. There were no other public comments. CONSENT CALENDAR On a motion by Director Mills, seconded by Director Beverage, the Board voted 5-0 to approve the Consent Calendar. 1. Minutes of the Regular Board of Directors Meeting Held December 23, 2008 2. Payment of Bills, Refunds, and Wire Transfers 3. Progress Payment No. 8 for the Highland Reservoir Replacement Project 4. Amendment No. 2 to Consultants Agreement with Psomas for Zone 4C Reconfiguration Project and San Antonio Pressure Reducing Station Project 5. Highland Booster Station Gas Engine Replacement 6. Damage Claim filed by Hong Nguy, 19781 Verona Lane, Yorba Linda , ACTION CALENDAR 7. None. DISCUSSION ITEMS 8. Freeway Complex Fire After Action Report Mr. Vecchiarelli explained that the report had not been released until the day of the meeting and that the District would welcome questions from the public regarding the report. The report has been placed on the District's website for the public's convenience. Mr. Vecchiarelli recommended that specific questions be submitted to staff in writing by January 30, 2009. Staff will respond to each question in writing with further discussion of the report and related questions to be held at the Board meeting on February 12, 2009. All questions and responses will be posted on the District's website and will become a part of the final report. Mr. Vecchiarelli then provided a detailed PowerPoint presentation summarizing the results of the report and responded to questions from the Board. President Summerfield opened the meeting to public comments. Greg Schultz spoke regarding hydrant pressure/flow rates and related testing requirements. 2 2009-003 Cheryl Sanders spoke regarding the times staff were dispatched to the Santiago Booster Pump Station during the firestorm. Tom Loose spoke regarding the lack of water pressure in the Hidden Hills area during the firestorm. Mark Schock spoke regarding AWWA's design and construction standards and the District's distribution system. Mr. Schock also addressed the Board regarding the proposed size of the Hidden Hills Reservoir. Nicole Hymrol spoke regarding the proposed size of the Hidden Hills Reservoir and hydrant pressure and flow rate requirements. Julia Schultz spoke regarding hydrant pressure/flow rates and related testing requirements. Larry Goodnough spoke regarding an independent investigation being conducted and the results being made available to the public. Mr. Goodnough also spoke regarding the proposed size of the Hidden Hills Reservoir and related pipleline. Mr. Kidman noted that the independent investigation was being conducted by the District's insurance carrier in preparation for potential litigation. At this time, the ' results of the investigation have not been made public or provided to the District. Greg Gillaspy spoke regarding pumper trucks and hour meters for booster pumps. Terry Kilker spoke about the amount of water in the Santiago Reservoir during the firestorm and the proposed size of the Hidden Hills Reservoir. Mark Schock spoke about historical firestorm events and the need to improve the distribution system. Terry Kilker spoke regarding pattern of the firestorm and the need to address the most exposed areas. Jan Horton, Yorba Linda City Councilmember, spoke regarding the questions she previously submitted regarding the firestorm and suggested that the District and City Council conduct an interagency meeting to examine all related reports. Ms. Horton also spoke regarding taping the District meetings. 9. Status of Hidden Hills Reservoir Project Mr. Vecchiarelli reported that staff planned to put the project out to bid within the ' next two weeks. If anything should go awry with the permitting process, the project may need to be rebid. Staff expects to being construction in April or May with the project being completed at the end of 2010. 3 2009-004 10. Status of Capital Improvement Projects ' This item was removed from the agenda. A presentation regarding this item will be given at a future meeting. A recess was declared at 9:20 p.m. The Board reconvened at 9:36 p.m. REPORTS, INFORMATION ITEMS AND COMMENTS 11. a. President's Report No report was given. b. Directors' Reports Director Collett requested staff to provide copies of the after action report to the public at no cost. Following discussion, this matter was referred to the Public Information-Technology Committee. C. General Manager's Report No report was given. d. General Counsel's Report No report was given. COMMITTEE REPORTS ' 12. a. Executive-Administrative-Organizational Committee (Summerfield/Mills) Altemate: Collett 1) Meeting scheduled for January 20, 4:00 p.m. b. Finance-Accounting Committee (Beverage/Summerfield) Alternate: Mills 1) Meeting scheduled for January 13, 4:00 p.m. C. Personnel-Risk Management Committee (Armstrong/Collett) Altemate: Summerfield 1) Minutes of the meeting held January 5, 2009 were presented at the meeting. Directors Armstrong and Collett attended. Items discussed during the meeting were as follows: approval of salary adjustments; damage claim; status of recruitments and liability claims. 2) Meeting scheduled for February 9, 4:00 p.m. d. Planning-Engineering-Operations Committee (Mills/Armstrong) Alternate: Beverage 4 2009-005 1) Minutes of the meeting held January 7, 2009 were presented at the ' meeting. Directors Mills and Armstrong attended. Items discussed during the meeting were as follows: Amendment No. 2 to Consultants Agreement with Psomas for Zone 4C Reconfiguration Project and San Antonio Pressure Reducing Station Project; Highland Booster Station Gas Engine Replacement; sewer connection requirement for Mr. John Breedon; monthly groundwater production, purchased water, preventative maintenance reports; monthly MWDOC Managers and OC Groundwater Producers meeting summary reports; and status of capital projects in progress. 2) Meeting scheduled for February 5, 4:00 p.m. e. Public Information-Technology Committee (Collett/Beverage) Alternate: Armstrong 1) Minutes of the meeting held January 6, 2009 were presented at the meeting. Directors Collett and Beverage attended. Items discussed during the meeting were as follows: new GM press release; Triangle Complex Firestorm video; and customer letter regarding Triangle Complex Fire After Action Report. ' 2) Meeting scheduled for February 3, 4:00 p.m. f. MWDOC/OCWD Ad Hoc Committee (Mills/Collett) Alternate: Summenreld 1) Meeting scheduled for January 27, 4:00 p.m. g. City of Placentia Ad Hoc Committee (BeverageNecch iarel I i ) 1) Meeting to be scheduled next month. INTERGOVERNMENTAL MEETINGS 13. a. MWDOC/MWD Workshop, January 7 (Staff) Staff did not attend. b. OCWD Board, January 7 (Staff) Staff did not attend. ' c. Yorba Linda City Council, January 6 (Mills) Director Mills did not attend. 5 2009-006 BOARD OF DIRECTORS ACTIVITY CALENDAR ' Authorization to attend meetings scheduled after January 8, 2009. Agenda is available in the District office prior to meeting. January 2009 Holiday, Jan 1 District Offices Closed Personnel-Risk Management Committee, Jan 5, 4:00 .m. Armstrong/Collett Public Information-Technology Committee, Jan 6, 4:00 .m. Collett/Beverage Yorba Linda City Council, Jan 6, 6:30 .m. Mills MWDOC/MWD Workshop, Jan 7, 7:30 a.m. Staff Planning-Engineering-Operations Committee, Jan 7, 4:00 .m. Mills/Armstrong OCWD Board, Jan 7, 5:00 .m. Staff District Board Meeting, Jan 8, 6:30 .m. Finance-Accounting Committee, Jan 13, 4:00 .m. Bevera a/Summerfield Yorba Linda Planning Commission, Jan 14, 7:00 .m. Summerfield Executive-Admin-O anizational Committee, Jan 20,4:00 .m. Summerfield/Mills Yorba Linda City Council, Jan 20, 6:30 .m. Armstrong MWDOC Board, Jan 21, 8:30 a.m. Staff OCWD Board, Jan 21, 5:00 .m. Staff District Board Meeting, Jan 22, 8:30 a.m. MWDOC/OCWD Ad Hoc Committee Meeting, Jan 27,4:00 .m. Mills/Collett Yorba Linda Planning Commission, Jan 28, 7:00 .m. Collett The Board reviewed the activity calendar and discussed holding the first Board meeting ' of each month in the evening. Following discussion, staff was instructed to include a discussion of the Board meeting schedule on the next agenda. CONFERENCES AND SEMINARS On a motion by Director Beverage, seconded by Director Mills, the Board voted 5-0 to authorize attendance of Directors and such staff members of the District as approved by the General Manager to attend the following conferences: 14. ACWA Spring Conference - May 19-22, 2009 14a. State Legislative Welcome Reception - January 15, 2009 ADJOURN TO CLOSED SESSION The following item was removed from the agenda and will be discussed in Closed Session at a future meeting. 15. Conference with Legal Counsel - Liability Claims Pursuant to Section 54956.95 of the California Government Code a. Claimants: Mohamed and Fatima Itani Shannon Lew Agency Claimed Against: Yorba Linda Water District 6 2009-007 ADJOURNMENT On a motion by Director Mills, seconded by Director Beverage, the meeting was adjourned at 9:50 p.m. Ken Vecchiarelli, Secretary Yorba Linda Water District I I i I ~I 7