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HomeMy WebLinkAbout2009-09-24 - Board of Directors Meeting Minutes 2009-139 ' MINUTES OF THE YORBA LINDA WATER DISTRICT BOARD OF DIRECTORS REGULAR MEETING September 24, 2009 1. CALL TO ORDER The September 24, 2009 regular meeting of the Yorba Linda Water District Board of Directors was called to order by President Summerfield at 8:31 a.m. The meeting was held at the District's Administrative Office at 1717 E Miraloma Ave, Placentia CA 92870. 2. PLEDGE OF ALLEGIANCE 3. ROLL CALL DIRECTORS PRESENT STAFF PRESENT John W. Summerfield, President Ken Vecchiarelli, General Manager William R. Mills, Vice President Pat Grady, Asst General Manager Paul R. Armstrong Steve Conklin, Engineering Manager Michael J. Beverage Gina Knight, HR Manager Ric Collett Cindy Navaroli, Interim Finance Director ' Stacy Bavol, Customer Svc Supervisor Annie Alexander, Executive Secretary 4. ADDITIONS/DELETIONS TO THE AGENDA Mr. Vecchiarelli requested that the Board consider modifying Item No. 6.9. as staff had received a request from Art Kidman to be nominated for 3 additional ACWA committees. The committees requested by Mr. Kidman are as follows and listed by rank: 1. State Legislative Committee 2. Legal Affairs Committee 3. Groundwater Committee 4. Local Government Committee Following discussion, it was the consensus of the Board that Item 6.9. be removed from the Consent Calendar for separate action. Mr. Vecchiarelli then reported that staff had received an increase in calls from customers following implementation of the rate increase. Most of the callers were concerned that they had been billed for water used before September 14th at the new rates. Staff has discussed the matter with legal counsel and has ' determined that this is a public relations issue and not a legal issue. Mr. Vecchiarelli further stated that making any changes in how the rate increase was implemented would have a major impact on the District's finances. 2009-140 Director Mills stated that this matter needed to be addressed at the meeting and ' suggested that it be added to the agenda. Director Mills made a motion, seconded by Director Beverage to add an item to the agenda to discuss the water rate increase. No vote was taken at this time. On a motion by Director Beverage, seconded by Director Collett, the Board voted 5-0 to modify Item No. 6.9. as requested and remove it from the Consent Calendar for further action. The Board then voted 5-0 to add Item No. 7.2. to the agenda to discuss the water rate increase. 5. PUBLIC COMMENTS Mark Schock, resident, addressed the Board regarding correspondence he had sent to the Orange County Fire Authority (OCFA). Mr. Schock stated that in light of the Orange County Grand Jury's findings, he would encourage the Board to coordinate with the City of Yorba Linda and actively participate in the next OCFA fire code adoption cycle. Pearl Kaidin, resident, addressed the Board regarding the water rate increase ' and questioned why her water usage before September 141h was billed at the new rate. Mr. Vecchiarelli explained that an item had been added to the agenda to discuss the water rate increase and that the Board and staff would try to answer Ms. Kaidin's questions when the item was discussed. Brett Barbre, MWDOC Director, addressed the Board and congratulated District residents on their conservation efforts. Mr. Barbre also provided an update on current water supplies. Director Mills requested that the matter spoken of by Mr. Schock be added to a future Planning-Engineering-Operations Committee meeting agenda. 6. CONSENT CALENDAR On a motion by Director Mills, seconded by Director Collett, the Board voted 5-0 to approve the Consent Calendar. 6.1. Minutes of the Regular Board of Directors Meeting Held September 10, 2009 Recommendation: That the Board of Directors approve the minutes as presented. 6.2. Payment of Bills, Refunds, and Wire Transfers ' Recommendation: That the Board of Directors ratify and authorize disbursements in the amount of $1,661,246.55. 2 2009-141 ' 6.3. Progress Payment No. 3 for the Zone Reconfiguration Project Recommendation: That the Board of Directors approve Progress Payment No. 3 in the net amount of $166,070.52 to Ken Thompson, Inc. for construction of the Zone Reconfiguration Project, Job No. 200710. 6.4. Progress Payment No. 4 for Construction of the Hidden Hills Reservoir Project Recommendation: That the Board of Directors approve Progress Payment No. 4 in the net amount of $321,021.00 to Pacific Hydrotech Corporation for construction of the Hidden Hills Reservoir Project, Job No. 200028. 6.5. ACWA/JPIA General Liability Insurance Recommendation: That the Board of Directors approve Progress Payment No. 16 in the net amount of $257,542.74 to Schuler Engineering Corporation and 10% retention of $28,615.86 deposited to Citizens Business Bank escrow account for construction of the Highland Reservoir Replacement Project, Job No. 200309. 6.6. Damage Claim Filed by Ruby Murdock ' Recommendation: That the Board of Directors reject the claim. 6.7. Damage Claim Filed by Gary Hombs Recommendation: That the Board of Directors reject the claim. 6.8. ACWA Region 10 Election of Officers and Board Members for 2010-2011 Term Recommendation: That the Board of Directors nominate the following individuals as ACWA Region 10 candidates for election: Candidate for Chair.• Saundra Jacobs, Santa Margarita Water District Candidate for Vice Chair: Keith Lewinger, Fallbrook Public Utility District Candidates for Board Members: Jan Debay, Orange County Water District Saundra Jacobs, Santa Margarita Water District Darrell W. Gentry, Vallecitos Water District Richard L. Vasquez, Vista Irrigation District I 1 3 2009-142 6.10. Reschedule Board Meetings ' Recommendation: That the Board of Directors approve and authorize the General Manager to reschedule the Board meetings as follows: • Reschedule the Board meeting on October 22, 2009 to Wednesday, October 21, 2009 at 8:30 a.m. • Reschedule the Board meeting on November 26, 2009 to Wednesday, November 25, 2009 at 8:30 a.m. • Reschedule the Board meeting on December 24, 2009 to Wednesday, December 23, 2009 at 8:30 a.m. Mr. Vecchiarelli responded to questions from Director Collett regarding Item No. 6.3. Mr. Conklin then provided a brief update regarding the status of the Hidden Hills Reservoir Project. 7. ACTION CALENDAR 7.1. Recycled Water Project Planning Study Mr. Conklin explained that the District is pursuing a grant from the State ' Water Resource Control Board to fund 50% of the cost of a Water Recycling Facilities Planning Study. The grant application requires a resolution of the Board authorizing the application and acceptance of the grant should it be awarded. On a motion by Director Mills, seconded by Director Beverage the Board voted 5-0 on a Roll Call to approve Resolution No. 09-18 authorizing the General Manager and Assistant General Manager to rile for a Water Recycling Facilities Planning Grant from the State Water Resources Control Board in the amount not to exceed $75,000. Mr. Conklin then responded to questions from the Board. Director Armstrong requested that the Planning-Engineering-Operations Committee discuss the possibility of drilling another well near the Brea Dam area at a future meeting. 7.2. Water Rate Increase Director Beverage stated that he had received his water bill and felt that the District should not have charged its customers for water usage prior to September 14th at the new rate. Director Beverage further stated that this matter is a public relations issue and the District needed to rectify the ' situation. Director Mills agreed with Director Beverage and stated that the water rate was increased substantially and to make it retroactive seemed unfair even 4 2009-143 ' though it was approved by the Board. Director Mills stated that a better way to implement the water rate increase would be to make it effective for water usage after passage of the resolution and that it should be easy to conduct an additional meter read. Mr. Vecchiarelli then made a brief presentation to the Board regarding the ramifications of making a change to the implementation of the rate increase. Mr. Vecchiarelli explained that applying the rate increase differently may require the District to implement an additional rate increase before the end of the fiscal year to make up the revenue difference in order to meet debt service requirements. Mr. Vecchiarelli responded to questions from the Board and summarized what would be involved in conducting an additional meter read. Mr. Vecchiarelli also provided an overview of the current billing periods and how Customer Service was dealing with the influx of calls from District customers. Additional discussion followed. On a motion by Director Mills, seconded by Director Beverage, the Board voted 5-0 to hold a meeting on Monday, October 5th at 4:00 p.m. to address the matter. Director Beverage requested that the Board also review the need for ' future rate increases due to expected pass through expenses at the meeting. Mr. Barbre addressed the Board and suggested that the District do a full notification of the meeting to encourage public involvement. Ms. Kaidin addressed the Board and questioned why the District did not bill on a 30 day cycle. Ms. Kaidin also stated that she should not have been billed retroactively. 8. REPORTS. INFORMATION ITEMS AND COMMENTS 8.1. President's Report None. 8.2. Directors' Reports Director Mills commented on a news article regarding water to be auctioned by the Chino Basin Watermaster. Director Beverage commented on a water quality report from a District in St. George UT and provided a copy to staff for reference. ' Director Collett requested staff to review instructions placed on the District website to get in contact with Board of Directors as well as the possibility of including Directors' e-mail addresses. This matter will be addressed at the next Public Information-Technology Committee meeting. 5 2009-144 Mr. Shock stated that the City of Yorba Linda has included the e-mail , addresses for its Council members on their website. 9.3. General Manager's Report Mr. Vecchiarelli reported the District would be providing flu shots on October 28`h. Directors will need to contact Human Resources by the end of the week if they are interested in participating. The Fullerton Arboretum conducted its first class in its Water Conservation Gardening Series last Saturday. There were 42 individuals in attendance, 33 of which were District customers and were able to attend the class free of charge. Mr. Grady reported that the District would be offering online bill pay beginning next week. A notice will be provided to all District customers on their next bill. Ms. Bavol stated that staff was looking for more volunteers to try the system before implementation and if Directors' were interested to please contact Ms. Alexander. 8.4. Future Agenda Items and Staff Tasks None. ITEMS REMOVED FROM THE CONSENT CALENDAR FOR SEPARATE ACTION , 6.9. ACWA Committee Appointment Nominees for 2010-2011 Term Mr. Vecchiarelli provided a brief overview of the nominations being considered. Director Mills stated that as he was being considered for nomination he would abstain from voting on this matter. On a motion by Director Collett, seconded by Director Summerfield, the Board voted 4-0-1 with Director Mills abstaining, to nominate William R. Mills, Director for appointment to the ACWA Groundwater Committee and Arthur G. Kidman, Legal Counsel for appointment to the State Legislative Committee, Legal Affairs Committee, Groundwater Committee and Local Government Committee. 9. COMMITTEE REPORTS 9.1. Executive-Administrative-Organizational Committee (Summerfield/Mills) Alternate: Collett Minutes of the meeting held September 15 were provided in the agenda packet. Directors Summerfield and Mills attended. Items discussed during the meeting were as follows: ACWA Region 10 election of Officers ' and Board Members for 2010-2011 term; ACWA Committee appointment nominees for 2010-2011 term; Input for development of the Orange County Board of Supervisors' 2010 Legislative Platform; rescheduling Board meetings; reports on legislative and grant activities; General 6 2009-145 ' Counsel's monthly summary billing report; and public attendance at Board of Directors meetings. Meeting scheduled for October 20, 4:00 p.m. 9.2. Finance-Accounting Committee (Beverage/Summerfield) Alternate: Mills Meeting scheduled for October 13, 4:00 p.m. 9.3. Personnel-Risk Management Committee (Armstrong/Collett) Alternate: Surnmerfield Minutes of the meeting held September 14 were provided in the agenda packet. Directors Armstrong and Surnmerfield attended. Items discussed during the meeting were as follows: damage claims filed by Gary Hombs and Ruby Murdock; ACWA/JPIA General Liability Insurance deposit premium and Retrospective Allocation Point; and status of recruitments, Department activities and risk management activities. Meeting scheduled for October 12, 4:00 p.m. Director Surnmerfield will attend in place of Director Collett. 9.4. Planning-Engineering-Operations Committee (Mills/Armstrong) Alternate: Beverage Meeting scheduled for October 1, 4:00 p.m. has been rescheduled to October 7, 4:00 p.m. 9.5. Public Information-Technology Committee (Collett/Beverage) Alternate: Armstrong Meeting scheduled for October 6, 4:00 p.m. 9.6. MWDOC/OCWD Ad Hoc Committee (Mills/Collett) Alternate: Surnmerfield Minutes of the meeting held September 22 were provided at the meeting. Directors Mills and Collett attended. Items discussed during the meeting were as follows: water supply and allocation status; recent media attention and coordinated approaches; status of local desalination projects; new MWDOC Director and MWD Director opening; and OCWD annexation. ' Meeting scheduled for November 24, 4:00 p.m. 7 2009-146 9.7. City of Placentia Ad Hoc Committee ' (BeverageNecch is rell i) Meeting to be scheduled. 9.8. Citizens Advisory Committee Meeting scheduled for September 28, 8:30 a.m. 10. INTERGOVERNMENTAL MEETINGS 10.1. Yorba Linda City Council, September 15 (Armstrong) Director Armstrong attended and commented on the City's decision to continue maintenance on 3 slopes which had been previously discontinued. 10.2. MWDOC Board, September 16 (Staff) Staff did not attend. 10.3. OCWD Board, September 16 (Staff) Staff did not attend. 10.4. Yorba Linda Planning Commission, September 23 (Summerfield) ' Director Summerfield attended and commented on 6 building permits that were approved at the meeting. 11. BOARD OF DIRECTORS ACTIVITY CALENDAR 11.1. Meetings from September 25, 2009 thru October 31, 2009 The Board reviewed the listed meetings. Director Summerfield will attend the Yorba Linda Planning Commission meeting on October 14th in place of Director Collett. There were no additional changes. 12. CONFERENCES AND SEMINARS 12.1. California's Water Solution - October 8-9, 2009 12.2. ACWA/JPIA 2009 Fall Conference - November 30 - December 1, 2009 12.3. ACWA 2009 Fall Conference - December 1-4, 2009 Director Mills stated that he would like to attend the ACWA/JPIA and ACWA conferences. On a motion by Director Armstrong, seconded by Director Collett, the Board ' voted 4-0-1 with Director Mills abstaining, to authorize Directors and such staff members of the District as approved by the General Manager to attend the events. 8 2009-147 ' 13, ADJOURNMENT 13.1. The meeting was adjourned at 10:03 a.m. The next meeting of the Board of Directors will be held October 5, 2009 at 4:00 p.m. Ken Vecchiarelli Board Secretary 1 1 9