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HomeMy WebLinkAbout2015-02-12 - Board of Directors Meeting Minutes 2015-022 MINUTES OF THE YORBA LINDA WATER DISTRICT BOARD OF DIRECTORS REGULAR MEETING Thursday, February 12, 2015, 8:30 a.m. 1717 E Miraloma Ave, Placentia CA 92870 1. CALL TO ORDER The February 12, 2015 Regular Meeting of the Yorba Linda Water District Board of Directors was called to order by President Collett 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 3. ROLL CALL DIRECTORS PRESENT STAFF PRESENT Ric Collett, President Marc Marcantonio, General Manager Michael J. Beverage, Vice President Steve Conklin, Engineering Manager Phil Hawkins Gina Knight, Human Resources / Risk Manager Robert R. Kiley Delia Lugo, Finance Manager Gary T. Melton Damon Micalizzi, Public Information Manager Annie Alexander, Executive Secretary Javier Martinez, Water Production Superintendent Ken Mendurn, Water Maintenance Superintendent ALSO PRESENT Eddy Beltran, Partner, Kidman Law LLP Tom Lindsey, Mayor Pro Tern, City of Yorba Linda Daniel Mole, Chair, YLWD Citizens Advisory Committee Lisa Ohlund, General Manager, East Orange County Water District Chad Brown, Development Manager, Melia Homes 4. ADDITIONS/DELETIONS TO THE AGENDA None. 5. PUBLIC COMMENTS None. 6. CONSENT CALENDAR Director Collett requested to remove Item No. 6.9. from the Consent Calendar. Director Beverage made a motion, seconded by Director Hawkins, to approve the remainder of the Consent Calendar. Motion carried 5-0. 1 2015-023 6.1. Minutes of the Board of Directors Regular Meeting held January 8, 2015 Recommendation: That the Board of Directors approve the minutes as presented. 6.2. Minutes of the Board of Directors Workshop Meeting held January 12, 2015 Recommendation: That the Board of Directors approve the minutes as presented. 6.3. Minutes of the Board of Directors Regular Meeting held January 22, 2015 Recommendation: That the Board of Directors approve the minutes as presented. 6.4. Minutes of the Board of Directors Special Meeting held January 26, 2015 Recommendation: That the Board of Directors approve the minutes as presented. 6.5. Minutes of the Board of Directors Special Meeting held February 2, 2015 Recommendation: That the Board of Directors approve the minutes as presented. 6.6 Payments of Bills, Refunds, and Wire Transfers Recommendation: That the Board of Directors ratify and authorize disbursements in the amount of$2,691,376.52. 6.7. Terms and Conditions for Water and Sewer Service with Brandywine Homes for Tract 17608 Recommendation: That the Board of Directors approve the Terms and Conditions for Water and Sewer Service with Brandywine Homes for Tract 17608, Job No. 201425. 6.8. Terms and Conditions for Water and Sewer Service with Melia Homes for Tract 17648 Recommendation: That the Board of Directors approve the Terms and Conditions for Water and Sewer Service with Melia Homes for Tract 17648, Job No. 201501. 2 2015-024 6.10. Investment Report for Period Ending December 31, 2014 Recommendation: That the Board of Director's receive and file the Investment Report for the Period Ending December 31, 2014. ITEMS REMOVED FROM THE CONSENT CALENDAR FOR SEPARATE ACTION 6.9. Unaudited Financial Statements for the Period Ending December 31, 2014 Director Collett noted that the District was approximately $1M below the budgeted revenue. Mrs. Lugo explained that consumption was 6% lower as compared to last year and that staff anticipated revenue to increase by the end of the fiscal year as the weather continues to warm up. She also stated that no reserve funds were being utilized at this time. Director Beverage made a motion, seconded by Director Hawkins, to receive and file the Unaudited Financial Statements for the Period Ending December 31, 2014. Motion carried 5-0. Mr. Brown left the meeting at this time. 7. ACTION CALENDAR 7.1. Final Progress Payment No. 4 and Notice of Completion for the YLHS Park Bryant Cross Feeder Pipeline Relocation Project Mr. Marcantonio explained that work had been completed on construction of the YLHS Park Bryant Cross Feeder Pipeline Relocation project which consists of the installation of approximately 520 lineal feet of 36-inch waterline, fittings, valves and associated appurtenances. The contractor, Vido Samarzich, Inc., has requested a final progress payment in the amount of$66,486.45 for work completed through January 31, 2015. Director Beverage commented on the nature of this project and the District's responsibility for the associated design and construct costs. He suggested that efforts be made to confirm that the District's financial obligation is mandated should a similar situation arise in the future. Director Beverage made a motion, seconded by Director Hawkins, to approve Final Progress Payment No. 4, in the net amount of$63,162.13, to Vido Samarzich, Inc. and 5% retention of $3,324.32; authorize staff to file the Notice of Completion and release the retention thirty five days following recordation, if no liens have been filed; release the Labor and Material Bond and release the Faithful Performance Bond in one year if no defects have been found for the construction of the YLHS Park Bryant Cross Feeder Pipeline Relocation Project, Job No. 2012-13. Motion carried 5-0. 3 2015-025 7.2. Authorization to Reimburse OCTA for Orangeview Waterline Extension Work and Design Services Mr. Marcantonio explained that OCTA's Lakeview Grade Separation Project utility relocation work was progressing, including construction of the new waterline improvements in Orangeview and Lakeview Avenues which are nearly complete. As a related but separate project, the Board previously approved the expenditure of $58,747.51 to extend the Orangeview Avenue waterline 273 feet to allow for abandonment of the old waterline crossing the Atwood Channel. During construction it was determined that additional realignment work was required because of interference with an existing storm drain line resulting in an additional cost of $4,575.03. Furthermore, OCTA invoiced the District $8,639.00 for the Orangeview Avenue consulting design services resulting in a total cost of $71 ,961.54. Mr. Conklin then responded to questions from the Board as to whether this expense was included or separate from the utility relocation costs not to exceed $250,000. He indicated that these expenses were separate and that this related project needed to be completed in order to replace some old pipelines located immediately adjacent to the utility relocation project. Mr. Micalizzi also responded to questions from the Board regarding signage that had been proposed for the project. Director Beverage made a motion, seconded by Director Hawkins, to authorize staff to issue a $71,961.54 check, payable to OCTA, for the Orangeview Avenue Waterline extension work. Motion carried 5-0. 7.3. Report on Board Governance Workshop and Consideration of Proposal for Development of Board Policies and Procedures Manual Mr. Marcantonio explained that following the Board Governance Workshop held in January, BHI Management Consulting provided a report containing a summary of the topics discussed along with some observations and recommendations. One of the recommendations was the development of a Board of Directors Policies and Procedures Manual. BHI has prepared a proposal to facilitate this effort for a total estimated cost of $8,200 plus customary expenses not to exceed $600. Mr. Marcantonio stated that the Board is not required to utilize the services of BHI to accomplish this task and that staff would be willing to assist with the completion of this project in-house. Staff has estimated that a draft policy could be prepared for review by legal counsel and subsequent consideration by the Board at the March 12, 2015 regular meeting. 4 2015-026 Mr. Marcantonio, Ms. Alexander and Mr. Beltran then responded to questions from the Board regarding the estimated cost for staff's time and legal counsel's review, the time needed to complete the project, the potential impact on staff's work on other projects, and the timing for development of this manual in relation to other activities the Board will soon be heavily involved with. Directors Hawkins and Melton both suggested that staff work on developing the manual in-house. Director Collett suggested that the Board defer consideration of this matter to the next regular meeting so that staff could develop a time and cost estimate for performing the work in-house. Director Beverage made a motion, seconded by Director Collett, to defer consideration of this matter to the next regular Board meeting. Motion carried 5-0. 7.4. Letter in Support of East Orange County Water District's Reorganization Application for Local Sewer Service Mr. Marcantonio explained that the East Orange County Water District (EOCWD) is currently in the process of working with the Orange County Local Agency Formation Commission (OCLAFCO) to take over the provision of sewer service from the Orange County Sanitation District (OCSD) within Service Area 7. EOCWD currently provides water service to this same area. Both the Irvine Ranch Water District and the City of Orange have submitted letters to OCLAFCO expressing their interest in participating in the Municipal Service Review process. Staff is recommending that the Board consider executing a letter in support of EOCWD's efforts regarding this matter. Mr. Marcantonio then introduced Ms. Ohlund, General Manager for EOCWD. Ms. Ohlund addressed the Board and explained that OCSD had contacted her agency approximately two years ago regarding the possibility of transferring the ownership and operation of the sewer system in this area. She then provided more detailed background information regarding the situation and concluded her comments by asking for the Board's support of EOCWD's application to OCLAFCO for the provision of local sewer service. Director Hawkins made a motion, seconded by Director Beverage, to execute a letter in support of East Orange County Water District's reorganization application to the Orange County Local Agency Formation Commission for local sewer service. Motion carried 5-0. Ms. Ohlund left the meeting at this time. 5 2015-027 8. REPORTS, INFORMATION ITEMS, AND COMMENTS 8.1. President's Report None. 8.2. Directors' Reports • CASA Winter Conference - January 21-23, 2015 Director Kiley attended this conference. • North Orange County Legislative Alliance Meeting - February 4, 2015 Director Kiley reported on his participation in this event and noted that representatives from the Fullerton, Brea, La Habra, Placentia, and Yorba Linda Chambers of Commerce were in attendance. • CA-NV AWWA Emergency Preparedness Workshop - February 11, 2015 Director Kiley attended this workshop and commented on a tabletop exercise related to earthquake preparedness which took place during the event. Director Collett briefly commented on the topic discussed during the MWDOC Water Policy Forum held February 5, 2015. 8.3. General Manager's Report Mr. Marcantonio also commented on the topic discussed during the forum and provided the Board with an overview of his activities and meeting attendance. Mr. Marcantonio also reported on a recent sewer spill from a main on Mahogany Circle in Yorba Linda. He noted that staff had cleaned the line in late November and that staff believed the cause of the spill was from someone placing long sticks in the line. Mr. Mendum then responded to questions from the Board regarding this matter. Mr. Marcantonio continued his report and then asked each manager (or their designee) to provide a report regarding activities within their respective departments. 8.4. General Counsel's Report None. 8.5. Future Agenda Items and Staff Tasks None. 6 2015-028 9. COMMITTEE REPORTS 9.1. Executive-Administrative-Organizational Committee (Collett / Beverage) • Minutes of the meeting held January 13, 2015 at 4:00 p.m. were provided in the agenda packet. • Minutes of the meeting held February 9, 2015 at 4:00 p.m. will be provided at the next regular Board meeting. • Next meeting is scheduled to be held March 9, 2015 at 4:00 p.m. 9.2. Investment Ad Hoc Committee (Hawkins / Beverage) • Next meeting is scheduled to be held February 12, 2015 at 10:30 a.m. 9.3. YLWD-City of Placentia Joint Agency Committee (Melton / Kiley) • Next meeting is scheduled to be held February 24, 2015 at 9:00 a.m. and will be held at Placentia City Hall. 9.4. YLWD-City of Yorba Linda Joint Agency Committee (Collett / Beverage) • Minutes of the meeting held February 10, 2015 at 10:30 a.m. will be provided at the next regular Board meeting. • Next meeting is yet to be scheduled. 9.5. YLWD-MWDOC-OCWD Joint Agency Committee (Collett / Melton) • Minutes of the meeting held January 27, 2015 at 4:00 p.m. were provided in the agenda packet. • Next meeting is scheduled to be held March 24, 2015 at 4:00 p.m. 7 2015-029 9,6. Citizens Advisory Committee (Collett) • Minutes of the meeting held January 26, 2015 at 8:30 a.m. were provided in the agenda packet. • Next meeting is scheduled to be held February 23, 2015 at 8:30 a.m. 10. INTERGOVERNMENTAL MEETINGS 10.1. OCSD - January 28, 2015 (Kiley) Director Kiley attended and commented on a professional services agreement for engineering and design services related to the outfall which was approved during the meeting. 10.2. YL Planning Commission - January 28, 2015 (Beverage) Director Beverage attended and noted that all the new commission members had been sworn in. He also congratulated Mr. Mole on his appointment to the commission. 10.3. ISDOC - January 29, 2015 (Kiley) Director Kiley attended and commented on a presentation made to the outgoing president. 10.4. YL City Council - February 3, 2015 (Beverage) Director Beverage attended and commented on the potential utilization of outside labor negotiators which was discussed during the meeting. 10.5. MWDOC Board - February 4, 2015 (Melton) Director Melton attended and commented on a presentation regarding the Bay Delta Conservation Plan which was provided during the meeting. 10.6. OCWD Board - February 4, 2015 (Collett) President Collett attended and commented on a letter which was considered during the meeting requesting that OC LAFCO require sewage from Service Area 7 to continue to be discharged to OCSD as part of the municipal review process. 10.7. WACO - February 6, 2015 (Hawkins/Kiley) Director Kiley attended and commented on a presentation regarding water challenges facing California agriculture which was providing during the meeting. He also noted that Senator Jeff Stone had introduced legislation that if passed, would allow Diamond Valley Lake to be opened as a recreational area. 8 2015-030 10.8. YL Planning Commission - February 11 , 2015 (Melton) Director Melton attended and reported on a presentation regarding the proposed amenities associated with the Town Center project. He also commented on potential traffic issues related to the project. 11. BOARD OF DIRECTORS ACTIVITY CALENDAR 11.1. Meetings from February 13, 2015 — March 31 , 2015 The Board reviewed the activity calendar and determined to reschedule the workshop meeting on March 19, 2015 to March 31, 2015 at 8:30 a.m. 12. CONFERENCES, SEMINARS, AND SPECIAL EVENTS 12.1. North Orange County Legislative Alliance Meeting - February 4, 2015 DWR, SCWC & NWRI Drought Response Workshop - February 25-26, 2015 Placentia State of the City Luncheon - February 26, 2015 Director Beverage made a motion, seconded by Director Hawkins, to ratify and/or authorize Director attendance at these events if desired. Motion carried 5-0. 13. CLOSED SESSION The meeting was adjourned to Closed Session at 9:45 a.m. All Directors were present. Also present was Mr. Marcantonio. 13.1. Public Employee Performance Evaluation Pursuant to Section 54957 of the California Government Code Title: General Manager Mr. Marcantonio left the Closed Session at 9:59 a.m. The Board reconvened in Open Session at 10:15 a.m. No action was taken during Closed Session that was required to be reported under the Brown Act. 9 2015-031 14. ADJOURNMENT 14.1. The meeting was adjourned at 10:15 a.m. A Board of Directors Workshop Meeting has been scheduled for Thursday, February 19, 2015 at 8:30 a.m. The next Regular Board of Directors Meeting will be held Thursday, February 26, 2015 at 8:30 a.m. Annie Alexander Assistant Board Secretary 10