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HomeMy WebLinkAbout2014-08-28 - Board of Directors Meeting Minutes 2014-159 MINUTES OF THE YORBA LINDA WATER DISTRICT BOARD OF DIRECTORS REGULAR MEETING Thursday, August 28, 2014, 8:30 a.m. 1717 E Miraloma Ave, Placentia CA 92870 1. CALL TO ORDER The August 28, 2014 Regular Meeting of the Yorba Linda Water District Board of Directors was called to order by President Kiley 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 Kiley led the pledge. 3. ROLL CALL DIRECTORS PRESENT STAFF PRESENT Robert R. Kiley, President Steve Conklin, Acting General Manager Ric Collett, Vice President John DeCriscio, Operations Manager Michael J. Beverage Gina Knight, Human Resources / Risk Manager Phil Hawkins Delia Lugo, Finance Manager Gary T. Melton Art Vega, Acting IT Manager Damon Micalizzi, Public Information Officer Marcus Millen, Records Management Specialist ALSO PRESENT Eddy Beltran, Partner, Kidman Law LLP Brett Barbre, Director, MWDSC and MWDOC Tom Lindsey, Councilmember, City of Yorba Linda Chris Townsend, President, Townsend Public Affairs Heather Stratman, Senior Director, Townsend Public Affairs 4. ADDITIONS/DELETIONS TO THE AGENDA None. 5. PUBLIC COMMENTS None. 6. CONSENT CALENDAR Director Beverage made a motion, seconded by Director Collett, to approve the Consent Calendar. Motion carried 5-0. 1 2014-160 6.1. Minutes of the Board of Directors Regular Meeting held July 24, 2014 Recommendation: That the Board of Directors approve the minutes as presented. 6.2. Minutes of the Board of Directors Special Meeting held July 31 , 2014 Recommendation: That the Board of Directors approve the minutes as presented. 6.3. Minutes of the Board of Directors Regular Meeting held August 7, 2014 Recommendation: That the Board of Directors approve the minutes as presented. 6.4. Payments of Bills, Refunds, and Wire Transfers Recommendation: That the Board of Directors ratify and authorize disbursements in the amount of$1,627,296.28. 6.5. Unbudgeted Sewer Pipeline and Manhole Capital Repairs Recommendation: That the Board of Directors authorize staff to transfer up to $150,000 from the Sewer Capital Reserve to fund several unbudgeted Sewer Capital Outlay projects in FY 2014/15. 6.6. Brand Name Requirement for Richfield Gate Modifications Recommendation: That the Board of Directors approve the Brand Name Requirement for the Richfield Gate Modifications Project for the proposed gate shown on the attached Exhibit A. 6.7. Backhoe Purchase for Water Operations Recommendation: That the Board of Directors authorize the Acting General Manager to make the purchase of (1) one Backhoe as listed above and approved in the District's FY 2014/15 Budget from Coastline Equipment in the amount of$80,919.00. 6.8. Purchase of Ford F350 Service Truck Recommendation: That the Board of Directors authorize the Acting General Manager to make the purchase of (1) one Cab & Chassis from Elk Grove Ford in the amount of $25,017.74 and Service Body from Pacific Truck Equipment in the amount of $33,800.90, as approved in the District's Budget for FY 2014/15. 2 2014-161 6.9. Amendment to Application to and Agreement with YLWD for Water Service with Brandywine Homes Recommendation: That the Board of Directors authorize the Acting General Manager to approve the Amendment to Application to and Agreement with YLWD for Water Service with Brandywine Homes, Job No. 201304. 7. ACTION CALENDAR 7.1. Proposed Extension of Professional Services Agreement with Townsend Public Affairs Mr. Conklin reported that the Professional Services Agreement (PSA) with Townsend Public Affairs (TPA) expired June 30, 2014. TPA has proposed to continue providing its services under the same contract terms and conditions through June 30, 2015. Ms. Stratman addressed the Board and briefly commented on the Water Bond and SB 946. Director Beverage made a motion, seconded by Director Hawkins, to approve extending the Professional Services Agreement with Townsend Public Affairs at a fee of$5,000 per month, with a total fee not to exceed $60,000 for the period of July 1, 2014 through June 30, 2015. Motion carried 5-0. 7.2. CSDA Committee and Expert Feedback Team Participation Mr. Conklin explained that the California Special Districts Association (CSDA), was looking for volunteers to participate and contribute to one or more of its Committees and/or expert feedback teams. The Interest Form must be completed by October 10, 2014. Selection and ratification of CSDA's 2015 Committees will take place in November 2014 with participation beginning in January 2015. Director Collett noted that the Executive-Administrative-Organizational Committee had discussed this matter at its meeting held August 11, 2014 and recommended that it be presented to the Board of Directors for consideration. Director Beverage expressed an interest in participating on the following Expert Feedback Teams: Budget, Finance & Taxation; Formation & Reorganization; and Human Resources & Personnel. Director Collett made a motion, seconded by Director Melton, to approve Director participation on CSDA's Committees and Expert Feedback Teams if desired. Motion carried 5-0. 8. REPORTS, INFORMATION ITEMS AND COMMENTS 8.1. President's Report • UWI Water Conference - August 13-15, 2014 3 2014-162 President Kiley reported on his attendance at the above listed event. President Kiley then presented a proclamation to Mr. Conklin for his service as Acting General Manager. The Board and audience applauded Mr. Conklin for his achievements. 8.2. Directors' Reports None. 8.3. Acting General Manager's Report Mr. DeCriscio provided a summary of the 16" transmission water main break near Costco in SAVI Ranch on Tuesday, August 26, 2014. Mr. Conklin noted that in response to the break, construction of a new bridge over the Santa Ana River near SAVI Ranch is being considered. If approved, customers will have improved vehicular access to the shopping center. Mr. Conklin then reported on the status of various construction projects in progress, the District's turf removal rebate program and the status on identifying a location for Well No. 22. Mr. Conklin noted that in response to the statewide drought, the District would be implementing Stage 1 Water Conservation Measures effective Tuesday, September 2, 2014. Informational materials have been printed and are being distributed to all District customers. Mr. Conklin announced that the District's Open House tentatively scheduled for October 25, 2014 had been cancelled. Mr. Conklin also reported the District's comprehensive annual financial report for the fiscal year ending June 30, 2013, was awarded a Certificate of Achievement of Excellence in Financial Reporting by the Government Finance Officers Association (GFOA). This is the fourth year in a row the District has received this award. Mr. Conklin also stated the District had met all requirements for the Special District Leadership Foundation's District (SDLF) Transparency Certificate Application. In order to qualify for SDLF's Districts of Distinction Accreditation, the Board and General Manager will need to participate in Governance training. Classes are being offered during the next SDLF Leadership Academy Conference scheduled November 16-19, 2014 in Garden Grove. Information regarding this conference will be distributed to the Board shortly. 8.4. General Counsel's Report None. 4 2014-163 8.5. Future Agenda Items and Staff Tasks None. 9. COMMITTEE REPORTS 9.1. Executive-Administrative-Organizational Committee (Kiley / Collett) • Minutes of the meeting held August 11, 2014 at 4:00 p.m. were provided in the agenda packet. • Next meeting is scheduled to be held September 8, 2014 at 4:00 P.m. 9.2. Finance-Accounting Committee (Hawkins / Beverage) • Minutes of the meeting held August 25, 2014 at 4:00 p.m. will be provided at the next regular Board meeting. • Next meeting is scheduled to be held September 18, 2014 at 4:00 p.m. 9.3. Personnel-Risk Management Committee (Hawkins / Melton) • Minutes of the meeting held August 12, 2014 at 4:00 p.m. were provided in the agenda packet. • Next meeting is scheduled to be held September 15, 2014 at 4:00 p.m. 9.4. Planning-Engineering-Operations Committee (Melton / Beverage) • Minutes of the meeting held August 11, 2014 at 10:00 a.m. were provided in the agenda packet. • Next meeting is scheduled to be held September 4, 2014 at 4:00 p.m. 9.5. Public Affairs-Communications-Technology Committee (Collett / Kiley) • Next meeting is scheduled to be held September 2, 2014 at 4:00 P.m. 5 2014-164 9.6. YLWD-City of Placentia Joint Agency Committee (Beverage / Melton) • Next meeting is yet to be scheduled. Director Beverage commented on the need for new signage for the YLWD/City of Placentia joint agency turf replacement demonstration project. 9.7. YLWD-City of Yorba Linda Joint Agency Committee (Kiley / Collett) • Minutes of the meeting held August 26, 2014 at 5:00 p.m. will be provided at the next regular Board meeting. • Next meeting is yet to be scheduled. 9.8. YLWD-MWDOC-OCWD Joint Agency Committee (Kiley / Beverage) • Next meeting is scheduled to be held September 23, 2014 at 4:00 p.m. 9.9. Citizens Advisory Committee (Kiley) • Next meeting is scheduled to be held September 22, 2014 at 8:30 a.m. 10. INTERGOVERNMENTAL MEETINGS 10.1. YL LMCAC - August 14, 2014 (Beverage) Director Beverage attended and commented on a discussion regarding parcels without records easements which took place during the meeting. 10.2. YL City Council - August 19, 2014 (Kiley) Director Kiley attended and commented on an Ordinance adding a new chapter to the City's municipal code related to payment of Parks and Recreation Impact Fees which was discussed during the meeting. He further noted that a public hearing regarding an amendment to the Zoning Code modifying regulations pertaining to multi-family residential parking standards took place at the meeting. 10.3. MWDOC Board - August 20, 2014 (Melton) Director Melton attended and commented on a Resolution honoring Director Jim Edwards on his retirement from MWD's Board. At Director Hawkins' request, Director Barbre provided an update regarding MWDOC's activities. 6 2014-165 10.4. OCWD Board - August 20, 2014 (Collett) Director Collett attended and commented on various projects and the status of groundwater management legislation (SB 1168 and AB 1739) which were discussed during the meeting. 10.5. OCSD - August 27, 2014 (Kiley) President Kiley attended and commented on an agreement for labor relations consulting services which was discussed during the meeting. 10.6. YL Planning Commission - August 27, 2014 (Beverage) This meeting was cancelled. 11. BOARD OF DIRECTORS ACTIVITY CALENDAR 11.1. Meetings from August 29, 2014 — September 30, 2014 The Board reviewed the activity calendar and made no changes. 5. PUBLIC COMMENTS CONTINUED Councilmember Lindsey addressed the Board and commented on the status of various construction projects including the Yorba Linda Boulevard Booster Pump Station. 12. ADJOURNMENT 12.1. The meeting was adjourned at 9:33 a.m. A Board of Directors Special Meeting has been scheduled Wednesday, September 3, 2014 at 8:30 a.m. The next Regular Board of Directors Meeting will be held Thursday, September 11 , 2014 at 8:30 a.m. Rob:rt R. Kiley President 7