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HomeMy WebLinkAbout2009-03-12 - Board of Directors Meeting Minutes 2009-030 MINUTES OF THE YORBA LINDA WATER DISTRICT BOARD OF DIRECTORS REGULAR MEETING March 12, 2009 The March 12, 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 Administrative Office at 1717 East Miraloma Avenue, Placentia, California. DIRECTORS PRESENT STAFF PRESENT John W. Summerfield, President Pat Grady, Assistant General Manager William R. Mills, Vice President Art Kidman, General Counsel Paul R. Armstrong Steve Conklin, Engineering Manager Michael J. Beverage Lee Cory, Operations Manager Ric Collett Diane Cyganik, Finance Director Gina Knight, HR Manager Annie Alexander, Executive Secretary ADDITIONSIDELETIONS TO THE AGENDA Mr. Grady 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 President to execute correspondence to the State Water Resources Control Board. On a motion by Director Armstrong, seconded by Director Collett, the Board voted 5-0 to add the item to the agenda as Item No. 10a. PUBLIC COMMENTS None. SPECIAL RECOGNITION None. CONSENT CALENDAR On a motion by Director Mills, seconded by Director Collett, the Board voted 5-0 to approve the Consent Calendar. Director Beverage abstained from voting on Check No. 51116 of Item No. 2 as the vendor was a source of income. 1. Minutes of the Regular Board of Directors Meeting Held February 26, 2009 Recommendation: Approve the minutes as presented. 2. Payment of Bills, Refunds, and Wire Transfers Recommendation: Ratify and authorize disbursements in the amount of $1,016,441.50. 2009-031 ACTION CALENDAR 3. Engineering Services for the Hidden Hills Reservoir Project Mr. Conklin explained that the District requested Carollo Engineers to submit a proposal for extending their engineering support services into the construction phase for the Hidden Hills Reservoir Project. Staff has reviewed the proposal and recommends approval of an amendment to the Professional Services Agreement with Carollo. On a motion Director Collett, seconded by Director Mills, the Board voted 5-0 to authorize an amendment to the Professional Services Agreement with Carollo Engineers, in the amount of $267,500 for engineering support services for the Hidden Hills Reservoir Project. 4. Construction Management and Inspection for the Hidden Hills Reservoir Project Mr. Conklin explained that the District recently solicited proposals for construction management and inspection services for the Hidden Hills Reservoir Project from 5 qualified firms. Each proposal was evaluated and scored before reviewing the fee for services. Staff recommends the bid be awarded to Butier. Mr. Conklin then responded to questions from the Board. On a motion by Director Mills, seconded by Director Armstrong, the Board voted 5-0 to authorize the President and Secretary to execute a Professional Services ' Agreement with Butier, in the amount of $348,520 for Construction Management and Inspection Services for the Hidden Hills Reservoir Project. 5. Approval of Easement Agreement for Hidden Hills Reservoir Project Director Beverage announced the he would need to recuse himself from this item as the easement was with a company who was a source of income. Director Beverage excused himself from the meeting at this time. Mr. Conklin explained that the District had negotiated an agreement with Shappell Industries for a Temporary Construction and Permanent Access Easement needed for the Hidden Hills Reservoir Project. The District will reseed the area following construction to avoid erosion. On a motion by Director Mills, seconded by Director Armstrong, the Board voted 4-0 to approve the Temporary Construction Easement and Permanent Access Easement Agreement with Shapell Industries and authorize the Secretary to execute and record the agreement document. Director Beverage rejoined the meeting at this time. 6. Award of Construction Contract for the Hidden Hills Reservoir Project Mr. Conklin explained that the District recently solicited bids for a construction contract for the Hidden Hills Reservoir Project. A total of 16 bids were received. Review of the bid documents from the lowest bidder, Superior Construction Specialties, indicated that the bid was non-responsive. Staff recommends award of the contract to the second lowest bidder, Pacific Hydrotech Corporation. 2 2009-032 On a motion by Director Armstrong, seconded by Director Collett, the Board voted 5-0 to award a contract for construction of the Hidden Hills Reservoir Project to Pacific Hydrotech Corporation for the total bid price of $5,012,458. 7. Approval of Change Order No. 2 for Highland Reservoir Replacement Project Mr. Conklin explained that Schuler Engineering submitted Change Order No. 2 due to modifications encountered during the course of construction to date. The Change Order includes credits due to the District as well as added work tasks. Mr. Conklin then responded to questions from the Board. On a motion by Director Armstrong, seconded by Director Mills, the Board voted 5-0 to approve Change Order No. 2 in the amount of $151,926.55 and 29 additional calendar days to Schuler Engineering Corporation for construction of the Highland Reservoir Replacement Project, Job No. 200309. 8. Purchase of Mobile Equipment Mr. Cory explained that staff had researched and tested equipment to help provide water to customers during extended power outages and to augment system capabilities during emergencies. Staff is recommending purchasing a mobile generator and a high head mobile pump from Godwin Pump Company. Mr. Cory then responded to questions form the Board. On a motion by Director Beverage, seconded by Director Collett, the Board voted ' 5-0 to authorize the General Manager to execute a Purchase Order with Godwin Pumps in the amount not to exceed $138,247.10 to purchase the Godwin Dri- Prime Model HLSM Diesel Pumpset and the Godwin Power Model GHP185kw-R Diesel Generator. 9. Temporary Cessation of Personnel Recruitments and Promotions Mr. Grady explained that this matter was being addressed at this time because of the current economic conditions. The District currently has 84 authorized positions, 10 of which are unfilled. Of these 10, only 3 positions (Senior Project Manager and Maintenance Distribution Operator II and III) were being considered for full time employment. Staff is recommending that a temporary cessation of full time recruitments and promotions be instituted through the end of the current fiscal year and to offer limited term employment to the prospective candidate for the Senior Project Manager position. Staff will also consult with the Operations and Human Resources Managers before taking further action on the Maintenance Distribution Operator positions. On a motion by Director Collett, seconded by Director Armstrong, the Board voted 3-2 with Directors Beverage and Mills voting No to direct the General Manager to institute a temporary cessation of personnel recruitments and promotions of full time employees through the end of the Fiscal Year 2008109 with further review and consideration within the proposed budget development, review and approval process. 3 2009-033 10. Reschedule Board Meetings for Second Quarter of 2009 Mr. Grady explained that some public representatives had requested a continuation of holding one evening meeting each month. Staff is recommending ' that the Board continue this practice through June. President Summerfield opened the meeting to public comments. Mark Schock spoke regarding his appreciation for the evening meetings. There were no other public comments. On a motion by Director Collett, seconded by Director Mills, the Board voted 3-2 with Directors Armstrong and Beverage voting No to approve and authorize the General Manager to schedule the Board meetings of April 9th, May 14th and June 11th from 8:30 a.m. to 6:30 p.m. 10a. Authorize the President to Execute Correspondence to the State Water Resources Control Board Mr. Grady explained that Townsend Public Affairs had contacted staff requesting that correspondence be remitted to the State Water Resources Control Board regarding the selection criteria for distribution of federal stimulus funds. Mr. Grady then responded to questions from the Board. Brett Barbra, MWDOC Director, spoke regarding MWDOC's plans to apply for ' funding for a recycled wastewater project. On a motion by Director Beverage, seconded by Director Mills, the Board voted 4-1 with Director Armstrong voting No to authorize the President to execute the correspondence to the State Water Resources Control Board. DISCUSSION ITEMS 11. Status of Hidden Hills Reservoir Project Mr. Conklin reported that work was continuing on the project. Staff expected to receive the required permits from the State in April. Staff will conduct meetings with the local homeowners before construction begins. The project is expected to be completed by July 2010. REPORTS. INFORMATION ITEMS AND COMMENTS 12. a. President's Report There was no report. b. Directors' Reports Director Mills reported on his attendance at the Water Education Foundation's Lower Colorado River Tour. Director Armstrong commented on a story of a man who used his own pumper truck for fire protection during the Freeway Complex Fire. 4 2009-034 C. General Manager's Report Mr. Grady reported in Mr. Vecchiarelli's absence and stated that 2 applications had been received for the Citizen's Advisory Committee. Announcements were published in the Orange County Register, Yorba Linda Star, and Placentia News-Times. The application deadline is March 18"' and appointments will be made at the March 26th Board meeting. The Board will be holding a strategic planning workshop on March 23`d and Mr. Grady requested that the planning worksheets be returned to Staff at the Board's earliest convenience. A water conservation ordinance will be presented to the Executive-Administrative-Organizational and Public Information-Techology Committees for review. The first draft of the ordinance will be presented to the Board on March 26d A public hearing regarding adoption of the ordinance will be held April Wh with adoption by the Board scheduled April 23rd. Mr. Grady also commended Mr. Conklin for his work on the Hidden Hills Reservoir Project. d. General Counsel's Report There was no report. COMMITTEE REPORTS 13. a. Executive-Administrative-Organizational Committee (Summerfield/Mills) Alternate: Collett 1) Meeting scheduled for March 17, 8:00 a.m. b. Finance-Accounting Committee (Beverage/Summerfield) Alternate: Mills 1) Meeting scheduled for March 13, 9:00 a.m. C. Personnel-Risk Management Committee (Armstrong/Collect) Alternate: Summerfie/d 1) Minutes of meeting held March 9, 4:00 were provided at the meeting. Directors Armstrong and Collett attended. Items discussed during the meeting were as follows: temporary cessation of personnel recruitments and promotions; risk management claims policy; and status of recruitments and risk management activities. 2) Meeting scheduled for April 13, 4:00 p.m. d. Planning-Engineering-Operations Committee (Mills/Armstrong) Alternate: Beverage 1) Minutes of meeting held March 5 were provided in the agenda packet. Directors Mills and Armstrong attended. Items discussed during the meeting were as follows: engineering services, construction management, approval of Easement Agreement, and award of Construction Contract for the Hidden Hills Reservoir 5 2009-035 Project; approval of Change Order No. 2 for the Highland Reservoir Replacement Project; purchase of Emergency Mobile Equipment; review of Radio Read Meter Replacement Project; monthly ' Groundwater Production, Purchased Water, Preventative Maintenance Program reports; monthly MWDOC Manager and OC Groundwater Producers meeting summary reports; and status of Capital Projects in progress. 2) Meeting scheduled for April 2, 4:00 p.m. e. Public Information-Technology Committee (Collett/Beverage) Alternate: Armstrong 1) Meeting scheduled for March 3, 4:00 p.m. was canceled. 2) Meeting scheduled for March 19, 4:00 p.m. 3) Meeting scheduled for April 7, 4:00 p.m. f. MWDOC/OCWD Ad Hoc Committee (Mills/Collett) Alternate: Summerfield 1) Meeting scheduled for March 24, 4:00 p.m. g. City of Placentia Ad Hoc Committee (Beverage/Vecchiarelli) ' 1) Meeting to be scheduled. INTERGOVERNMENTAL MEETINGS 14. a. MWDOC/MWD Workshop, Mar 4 (Staff) Staff did not attend. b. OCWD Board, Mar4 (Staff) Staff did not attend. C. Yorba Linda City Council, Mar 3 (Armstrong) Director Armstrong did not attend. d. Yorba Linda Planning Commission, Mar 11 (Collett) Director Collett did not attend. 1 6 2009-036 BOARD OF DIRECTORS ACTIVITY CALENDAR Authorization to attend meetings scheduled after March 12, 2009. Agenda is available in the District office prior to meeting. March Finance-Accounting Committee, Mar 13, 9:00 a.m. Bevera a/Summerfield Executive-Admin-Or anizational Committee, Mar 17, 8:00 a.m. Summerfield/Mills Yorba Linda City Council, Mar 17, 6:30 .m. Armstrong MWDOC Board, Mar 18, 8:30 a.m. Staff OCWD Board, Mar 18, 5:00 .m. Staff Public Information-Technology Committee, Mar 19, 4:00 .m. Collett/Beverage District Board Workshop Meeting, Mar 23, 8:00 a.m. MWDOC/OCWD Ad Hoc Committee Meeting, Mar 24,4:00 .m. Mills/Collett Yorba Linda Planning Commission, Mar 25, 7:00 .m. Summerfield District Board Meeting, Mar 26, 8:30 a.m. A rill MWDOC/MWD Workshop, Apr 1, 7:30 a.m. Staff OCWD Board, Apr 1, 5:00 .m. Staff Planning-Engineering-Operations Committee, Apr 2, 4:00 .m. Mills/Armstrong Public Information-Technology Committee, Apr 7, 4:00 .m. Collett/Beverage Yorba Linda City Council, Apr 7, 6:30 .m. Mills District Board Meeting, Apr 9, 6:30 .m. Personnel-Risk Management Committee, Apr 13, 4:00 .m. Armstrong/Collett Finance-Accounting Committee, Apr 14, 4:00 .m. Bevera a/Summerrield MWDOC Board, Apr 15,8:30 a.m. Staff OCWD Board, Apr 15, 5:00 .m. Staff Yorba Linda Planning Commission, Apr 15, 7:00 .m. Collett Executive-Admin-Or anizational Committee, Apr 21, 4:00 .m. Summerfield/Mills Yorba Linda City Council, Apr 21, 6:30 .m. Armstrong District Board Meeting, Apr 23, 8:30 a.m. Yorba Linda Planning Commission, Apr 29, 7:00 .m. Summerfield CONFERENCES AND SEMINARS 15. Orange County LAFCO Stakeholder Summit - March 27, 2009 No Directors were interested in attending. Brett Barbre, MWDOC Director, spoke regarding the summit and encouraged staff to attend the MWD Board meeting in April. ADJOURNMENT On a motion by Director Beverage, seconded by Director Mills, the meeting adjourned at 7:56 p.m. The next meeting of the Board of Directors is scheduled for March 26, 2009, at 8:30 a.m. Pat Grady Assistant S etary 7