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HomeMy WebLinkAbout2002-10-10 - Board of Directors Meeting Minutes2002-111 MINUTES OF THE YORBA LINDA WATER DISTRICT BOARD OF DIRECTORS MEETING October 10, 2002 8:30 A.M. The October 10, 2002 meeting of the Yorba Linda Water District Board of Directors was called to order by President Arthur C. Korn at 8:30 a.m. The meeting was held at District Headquarters, 4622 Plumosa Drive, Yorba Linda. Directors Present at Roll Call Arthur C. Korn, President John W. Summerfield, Vice President Mark Abramowitz Paul R. Armstrong Directors Absent at Roll Call Michael J. Beverage Staff Present: William J. Robertson, General Manager Arthur G. Kidman, District General Counsel Lee Cory, Operations Manager Beverly Meza, Business Manager Michael Payne, Assistant General Manager Michael Robinson, Assistant Administrator Ken Vecchiarelli, Engineering Manager Amelia Cloonan, Executive Secretary Gloria Lujan, Management Analyst Visitors present: Randy Peterson, S.C. Anderson Craig Kasper, Facilities Director, Yorba Linda Friends Church CONSENT CALENDAR Clarification was requested regarding Items 4 and 5 of the Consent Calendar. Item 4, number 46 of the Terms and Conditions stating the sewer facilities will be publicly owned appears to conflict with the staff report. Kenneth Vecchiarelli, Engineering Manager, explained the private laterals are not included. There will be some abandonment of some existing public sewer mains on site. There must be a manhole at the ends of the lateral, one on private property and one on public property. Regarding Item 5, A question was posed about on-going monitoring of the fire alarm and security systems for the Richfield and Plumosa sites and length of the contract. Kenneth Vecchiarelli, Engineering Manager, explained the system will belong to the District. There is a cost for the monitoring. The District has the right to renew the contract for monitoring on a yearly basis, and there is a clause to cancel the contract. On a motion by Director Armstrong, seconded by Director Abramowitz, the Board of Directors voted 4-0 to approve the Consent Calendar. Approve minutes of regular meeting, September 26, 2002. 2. Authorize directors to leave the State of California prior to next meeting. 3. Approve disbursements of $516,191.57. -1- 2002-112 4. Approve Terms and Conditions for Sewer Service with the Yorba Linda Friends Church and abandonment of an existing 8-inch onsite sewer main - Job No. 0229. 5. Approve authorizing the General Manager to sign a purchase order for Fire Alarm and Security Systems for the Richfield and Plumosa Sites. Randy Peterson and Craig Kasper left the meeting. Marina Hubl and Michael Stack, ratepayers, entered the meeting at 8:35 a.m. President Korn noted a request had been made by William J. Robertson, General Manager, to add an item to the agenda. The need to add this item arose after the agenda was published and required action before the next meeting of the Board of Directors. On a motion by Director Armstrong, seconded by President Korn, the Board of Directors voted 4-0 to add the item to the Action Calendar. ACTION CALENDAR Consider letter to homeowners regarding Precinct Change. William J. Robertson, General Manager, stated an agenda item had been prepared and was distributed to the members of the Board. Michael A. Payne, Assistant General Manager, presented the report. The purpose of the letter is to clearly explain the postcard received by some voters in the Yorba Linda Water District boundaries, which stated their polling place had been eliminated and instructed the voters to either vote in the upcoming election by absentee ballot or go to the Orange County Registrar of Voters office to cast their ballots. General Counsel Kidman commented that the paper used to send out the letter should not include the names of the members of the Board of Directors, and the President of the Board should not sign the letter. The General Manager should sign. There is a state law prohibiting the District from mailing, at public expense, more than 200 letters containing the names of elected officials. Director Abramowitz moved to direct the General Manager to send the letter, proposed by staff, to voters who would have received a postcard from the Orange County Registrar of Voters, which postcard stated they had to vote using a mail in ballot, incorporating changes as follows: note the postcard was gray in color; change the first sentence of the second paragraph to indicate the distribution by the Registrar's office was "misleading" or "confusing" rather than "not correct"; the fourth paragraph of the letter should direct people that they may take the ballot to the places the Registrar's office told the District staff they may take it; the letter should go out on special stationery without the names of the Directors listed on it; the letter should be signed by the General Manager, and the President of the Board of Directors should approve the final draft. Vice President Summerfield seconded the motion. The Board of Directors voted 4-0 to approve the motion. Director Abramowitz thanked Ms. Hubl and Mr. Stack for attending the meeting of the Board to express their concern. Ms. Hubl and Mr. Stack left the meeting at 9:11 a.m. Director Armstrong expressed the hope that by the next election the precinct issue would be taken care of so voting by mail would not come up again. President Korn said this should be a second motion. -2- 2002-113 On a motion by Vice President Summerfield, seconded by Director Armstrong, the Board of Directors voted 4-0 to direct the General Manager to continue discussions with the office of the Orange County Registrar of Voters. 6. Consider accepting the Financial Reports for one month ended July 31, 2002. Beverly Meza, Business Manager, presented the report. Ms. Meza noted there should be brackets around the figure $37,602.24. Questions were asked, and a discussion was held. On a motion by Director Armstrong, seconded by Vice President Summerfield, the Board of Directors voted 4-0 to accept the Financial Reports for one month ended July 31, 2002. 7. Consider Text of the Administrator, presented Information Committee. 2002-2003 Annual Report. Michael Robinson, Assistant the report. He noted this item was presented to the Public Director Abramowitz suggested the signer on the Annual Report should be the General Manager, not the President of the Board, and the page listing the bios of the members of the Board of Directors should be eliminated. Mr. Robinson reported the District follows FPPA guidelines that require the sending out less than 200 Annual Reports a month. It takes three months to mail out all the reports. General Counsel Kidman stated the District should look at the question in terms of who is on the mailing list. The reason the issue might come up is because the mailing takes place close to an election. Mr. Robinson stated for 14 years Fiesta Days has been the first day the Annual Report is distributed. Vice President Summerfield commented on the elected representative's page. He wishes to have his bio state that he "has been a member of the Board since 2001" and that Director Abramowitz is no longer a member of the ACWA Region 10 Board. Director Abramowitz reported he is no longer the President of the Organization of Unified Concerned Homeowners. Director Abramowitz commented the Annual Report is really done quite well, and Mike Robinson deserves a lot of credit for doing an outstanding job. On a motion by Vice President Summerfield, seconded by Director Armstrong, the Board of Directors voted 3-1, with Director Abramowitz voting No, to accept the Annual Report with changes to the bio section for Vice President John Summerfield and Director Mark Abramowitz, and to approve publication of the 2002-2003 Yorba Linda Water District Annual Report signed by the President of the Board of Directors. President Korn declared a recess at 9:28 a.m. The meeting of the Board of Directors reconvened at 9:37 a.m. with all Directors present. -3- 2002-114 8. Consider Sewer System Management Plan. Lee Cory, Operations Manager, presented the report. He commented the local Regional Water Quality Control Board elected to go with their own waste discharge order, which will have basically the same guidelines as the federal one. Director Abramowitz asked if we have a copy of the order. Mr. Cory will provide this. Questions were asked, and a discussion was held regarding: grease trap issues; the desire of Orange County Sanitation District for participation by member agencies in a joint effort to hire a consultant to evaluate grease control issues at a cost of approximately $300,000 with the YLWD's share to be some $3,000; timing for submittal of the final plan (September 30, 2005); setting a target date for resolution of issues; the use of TV cameras to view lines. President Korn requested Mr. Cory continue to educate the Board as more information becomes available. 9. Consider changing Board Meeting dates in November. William J. Robertson, General Manager, presented the report. Questions were asked, and a discussion was held. On a motion by Director Abramowitz, seconded by Director Armstrong, the Board of Directors voted 4-0 to move the meeting of the Board of Directors scheduled for Thursday, November 28, 2002 to Tuesday, November 26, 2002. In reviewing the Board meeting schedule for December, Directors Abramowitz and Armstrong and President Korn indicated a meeting of the Board of Directors scheduled for December 26 was acceptable to them. Vice President Summerfield indicated he might not be available on the 26`h of December. GENERAL MANAGER'S REPORT 10. General Manager's oral report and comments. a) General Counsel Kidman saw an article on the internet about an environmental crimes unit of the Orange County District Attorney's office. Exhibit A was the Huntington Beach issue where felony charges were brought against the city. Mr. Kidman reported the Metropolitan Water District is backing out of the Cadiz program. He also mentioned he attended a conference where the assemblyman who is Chairman of the Water Committee spoke essentially about the problems with term limits and what it has done to the legislative process with the loss of institutional memory. However, the consequence seems to be lobbyist groups being pitted against each other with veto powers created in organizations that should not have this power. b) Placentia's Heritage Days Parade, October 12, 9:00 a.m. to 12:00 p.m. Michael Robinson reported the District's new vactor truck will be brought out for this parade. Everyone is welcome to join. Director Abramowitz indicated he would participate. c) Report on toilet giveaway program, Saturday, October 5. Michael Robinson reported the District was not aware of this event until the Friday before the event. A few District volunteers participated. Only forty cars showed up and less than 100 toilets were given out. -4- 2002-115 d) District activities. William Robertson reported the date for the flu shots and health fair is October 22 from 12 to 2 p.m. at the Richfield Plant. COMMITTEE REPORTS 11. Executive-Administration Committee (Korn/Summerfield) 12. Finance-Accounting Committee (Beverage/Kom) Minutes of the meeting held October 2, 4:00 p.m. Audit Year Ending June 30, 2002, water rates. William Robertson stated a corrected agenda report was handed out before the Board meeting. President Korn stated Vice President Summerfield attended in place of Director Beverage. 13. Personnel-Risk Management Committee (Abramowitz/Armstrong) 14. Planning-Engineering-Operations Committee (Summerfield/Beverage) Meeting scheduled for Thursday, October 17, 10:00 a.m. Meeting with Muranaka Nursery representatives, Zone 3 low pressure issue status report, FFDCA and Negative Declaration for Highland Booster Station upgrades, FFDCA for new Bastanchury Reservoir and Negative Declaration for Reservoir/Booster Station upgrade combined project, Consultant Agreement for construction management and inspection on Bastanchury water and sewer pipelines. 15. Public Information Committee (Armstrong/Abramowitz) Written agenda report of meeting held September 25, 2002, 1:00 p.m. Waterlines, Annual Report, Fiesta Days and Heritage Days, Website improvements. 16. Orange County Water District Ad Hoc Committee (Beverage/Kom) Written agenda report of meeting held September 23, 2002, 4:00 p.m. Co-operative Use Agreement, Well 19, GWRS, Basin cleaning, Huntington Beach litigation. Director Abramowitz stated there was an error in the minutes, as he was not present at this committee meeting. 17. MWDOC Ad Hoc Committee (Kom/Abramowitz) Meeting scheduled for October 28, 4:00 p.m. Report on MWDOC Manager's meeting and GM reports, Report on MWD activities, Report on MWDOC activities. INTERGOVERNMENTAL MEETINGS 18. Yorba Linda City Council, October 1, 6:30 p.m. President Korn attended. There was nothing of concern to the District to report. 19. Yorba Linda Planning Commission, October 9, 7:30 p.m. (Armstrong) Director Armstrong attended. Shapell Areas A, B and C were the biggest topic of discussion. The only area of concern for the District was a complaint by Marilyn Haddick concerning what she stated as inadequacies of the sewers in the area. The extension of Bastanchury was discussed. -5- 2002-116 BOARD OF DIRECTORS ACTIVITY CALENDAR Authorization to attend meetings scheduled after October Agenda is available in the District office prior to meeting. Yorba Linda City Council, October 15, 6:30 p.m. MWDOC, October 16, 9:00 a.m. OCWD, October 16, 6:00 p.m. Yorba Linda Planning Commission, October 23, 7:30 p.m. Michael Payne left the meeting at 10:49 a.m. 10, 2002 and before October 24, 2002. President Korn Director Abramowitz Director Abramowitz Director Armstrong BOARD MEMBER COMMENTSATEMS FOR FUTURE CONSIDERATION Director Armstrong asked if the District had received any information regarding Proposition 50 on the ballot. William Robertson reported there has been some information in the ACWA newsletter. General Counsel Kidman said the item was prepared by a group of environmental organizations, and the Press Telegram in Riverside is opposed. Director Armstrong said the notification the District gave the public concerning the change in treatment of water because of the temporary water supply was inadequate and did not state it only affected the west portion of town. Michael Robinson responded that the Star only printed about a third of what was sent to them. The District received between 40-50 calls on this issue in the last week. Director Armstrong reported he attended Roy Knauft's service at the Nixon Library. Director Summerfield asked about Fiesta Days. Michael Robinson said we will participate, with the vactor truck and an information booth at the Nixon Library. Directors, as always, are welcome to participate. Vice President Summerfield wishes to ride in the vactor truck. Director Abramowitz commented on the service for Roy Knauft and thanked staff for letting him know the details. He also mentioned that at the last Board meeting discussion was held about the proposal by OCWD to go down from 75% to 57%. There was an article in the Times subsequent to the meeting about the terms of some shortages and the need to make this reduction, which would result in significant increased costs. The District has a number of projects planned or on going designed to take advantage of the fact that our current water is cheaper to use. Director Abramowitz wonders if in light of what seems to be happening at OCWD the District should reevaluate its approach since going to 57% changes the map. William Robertson responded that OCWD has not really adopted the 57%, and the number is beginning to look like 60%. This is not yet firm. Producers have talked to OCWD and asked that they let them have the number soon so adjustments can be made. A recess was declared at 10:52 a.m. The Board of Directors went into Closed Session at 11:00 a.m.. All Directors were present. Also present were William J. Robertson, General Manager, and Arthur Mdman, General Counsel. -6- 2002-117 CLOSED SESSION 20. Discussion of pending litigation to which the District is a party, (Subsection (a) of Section 54956.9), Superior Court of California, County of Orange, Central Justice Center, Case No. 815921 Huntington Beach vs. OCWD, and Case No. 818852 Fountain Valley vs. OCWD, before the Superior Court of the State of California. The Board of Directors came out of Closed Session at 11:12 a.m. No action was taken by the Board in Closed Session. ADJOURNMENT On a motion by Director Armstrong, seconded by Vice President Summerfield, the Board of Directors voted 4-0 to adjourn at 11:12 a.m. The next regular_eting of the Board is scheduled for Thursday, October 24, 2002 at 8:30 a.m., at the District Headquarters. f~.f V lliam 3-: iZobertson Secretary/General Manager -7- 2002-118