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HomeMy WebLinkAbout2009-10-08 - Board of Directors Meeting Minutes 2009-151 ' MINUTES OF THE YORBA LINDA WATER DISTRICT BOARD OF DIRECTORS REGULAR MEETING October 8, 2009 1. CALL TO ORDER The October 8, 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 Art Kidman, Legal Counsel Paul R. Armstrong Steve Conklin, Engineering Manager Michael J. Beverage Lee Cory, Operations Manager Gina Knight, HR Manager ' Annie Alexander, Executive Secretary DIRECTORS ABSENT Ric Collett OTHER VISITORS Richard Kreisler, Labor Counsel, Liebert Cassidy Whitmore 4. ADDITIONS/DELETIONS TO THE AGENDA Mr. Vecchiarelli requested that the Board consider removing Item No. 7.5. from the Consent Calendar as a revision to the staff recommendation is needed. Item No. 7.5. was removed from the Consent Calendar for separate action. 5. PUBLIC COMMENTS None. 6. CLOSED SESSION The meeting was adjourned to Closed Session at 8:33 a.m. All Directors in attendance were present. Also present were Messrs. Vecchiarelli and Kreisler and Ms. Knight. 1 2009-152 6.1. Conference with Labor Negotiators ' Pursuant to Section 54956.7 of the California Government Code Agency Designated Representatives: Ken Vecchiarelli Gina Knight Richard Kreisler Employee Organization: Yorba Linda Water District Employees Association The Board reconvened in Open Session at 8:49 a.m. President Summerfield announced that no action was taken during Closed Session that was required to be reported under the Brown Act. Mr. Kreisler left the meeting at this time. 7. CONSENT CALENDAR On a motion by Director Beverage, seconded by Director Mills, the Board voted 4-0 to approve the Consent Calendar. Director Beverage abstained from voting on Check No. 52585 of Item No. 7.2. as he received income from the vendor. 7.1. Minutes of the Regular Board of Directors Meeting Held September 24, ' 2009 Recommendation: That the Board of Directors approve the minutes as presented. 7.2. Payment of Bills, Refunds, and Wire Transfers Recommendation: That the Board of Directors ratify and authorize disbursements in the amount of $2,697,356.22. 7.3. Progress Payment No. 2 for the Lakeview Sewer Lift Station Rehabilitation Project Recommendation: That the Board of Directors approve Progress Payment No. 2 in the amount of $34,363.78 to Schuler Engineering Corp. for the Lakeview Sewer Lift Station Rehabilitation. 7.4. Progress Payment No. 2 for the San Antonio Pressure Reducing Station Upgrade Project Recommendation: That the Board of Directors approve Progress Payment No. 2 in the net amount of $116,943.75 to Paulus Engineering, Inc. for construction of the San Antonio Pressure Reducing Station Upgrade Project, Job No. 200901. 2 2009-153 ' ITEMS REMOVED FROM THE CONSENT CALENDAR FOR SEPARATE ACTION 7.5. 2,000 GPM Hale Portable Fire Pumpset Mr. Conklin explained that the Planning-Engineering-Operations Committee had reviewed the specifications for the pumpset at its meeting on October 7, 2009 and recommended that the District purchase the equipment with heavy duty surge brakes. The additional cost for the surge brakes would increase the original quote from $151,896.56 to $153, 201.56, a difference of $1,305. On a motion by Director Mills, seconded by Director Beverage, the Board of Directors voted 4-0 to authorize the General Manager to execute a Purchase Order with Hi-Tech Emergency Vehicle Services, Inc. in the amount of $153,201.56 to purchase the Hale FP2000DI-0 mounted on a custom built portable trailer with heavy duty surge brakes. Mr. Conklin then responded to questions from the Board regarding the equipment and its capabilities. 8. ACTION CALENDAR 8.1. Proposed Installation of Solar Panels on Administration Building ' Mr. Conklin explained that staff had previously requested the Board consider the installation of solar panels on the Spring View Reservoir. The Board then instructed staff to look into installing the system on the Administration Building instead. Staff reviewed quotes from four providers and recommends that the bid be awarded to Akeena Solar. Mr. Conklin then responded to questions from the Board regarding the system and an available state funded rebate. On a motion by Director Mills, seconded by Director Armstrong the Board voted 4-0 to authorize the General Manager to execute a contract with Akeena Solar, Inc. in the amount of $218,106 to provide engineering design/build services for the construction of a 31 kW-AC photovoltaic solar panel installation on the Administration Building. 8.2. Temporary Waiver of Limits on Watering Days During November 2009 Through March 2010 Mr. Vecchiarelli explained that District customers had exceeded the current water conservation goal by 6% year to date. As a result, staff is requesting that the Board consider temporarily waiving the limits on watering days during the months of November 2009 through March 2010. Mr. Vecchiarelli then responded to questions from the Board and further ' discussion followed. 3 2009-154 On a motion by Director Beverage, seconded by Director Mills, the Board ' voted 4-0 to temporarily waive the limit of watering two days per week during the months of November 2009 through March 2010 as specified in Section 3(B)(1) of Ordinance No. 09-01 and allow District customers to continue watering three calendar days per week during this time period. 9. REPORTS. INFORMATION ITEMS AND COMMENTS 9.1. President's Report None. 9.2. Directors' Reports None. 9.3. General Manager's Report Mr. Vecchiarelli reported that the District had provided promotional items for a fundraiser to benefit the booster clubs of the new Yorba Linda High School. The event raised approximately $4,000. The second water conservation gardening class will be held on Saturday, October 10, 2009 at the Fullerton Arboretum. Classes are free for District customers who present their water bill. The District will also be providing a float for the Placentia Heritage Days Parade on Saturday, October 10, 2009 as well as ' water for the participating bands and color guards. 9.4. General Counsel's Report None. 9.5. Future Agenda Items and Staff Tasks None. 10. COMMITTEE REPORTS 10.1. Executive-Administrative-Organizational Committee (Summerfield/Mills) Alternate: Collett Meeting scheduled for October 20, 4:00 p.m. 10.2. Finance-Accounting Committee (Beverage/Summerfield) Alternate: Mills A special Board meeting will be held on Tuesday, October 13, 2009 at 4:00 p.m. in place of the regular Finance-Accounting Committee meeting to further discuss implementation of the water rate increase. (The Finance-Accounting Committee meeting was subsequently rescheduled , for Tuesday, October 27, 2009 at 4:00 p.m.) 4 2009-155 ' Director Beverage requested that staff prepare a report regarding bond covenant compliance and staff overtime for Board review at the special Board meeting. 10.3. Personnel-Risk Management Committee (Armstrong/Collett) Alternate: Summerfield Meeting scheduled for October 12, 4:00 p.m. Director Summerfield will attend in place of Director Collett. 10.4. Planning-Engineering-Operations Committee (Mills/Armstrong) Alternate: Beverage Minutes of the meeting held October 7 were provided at the meeting. Director Mills and Armstrong attended. Items discussed during the meeting were as follows: Proposed Installation of Solar Panels on Administration Building; 2,000 GPM Hale Portable Fire Pumpset; Proposed Annexation Application to OCWD; Discussion Concerning Water Development at Carbon Canyon Dam; Monthly Groundwater Production and Purchased Water Report; Monthly Preventative Maintenance Program Report; Monthly OC Groundwater Producers Meeting Report; and Status Report on Capital Projects in Progress. ' Meeting scheduled for November 5, 4:00 p.m. 10.5. Public Information-Technology Committee (Collett/Beverage) Alternate: Armstrong Minutes of the meeting held October 6 were provided at the meeting. Director Collett and Beverage attended. Items discussed during the meeting were as follows: Public Information Specialist; Public Awareness for Limits on Watering Days; Public Awareness for Water Conservation Gardening Classes; Placentia Heritage Days Parade and Outreach Effort; Bill Stuffer Explaining Implementation of Water Rate Increase; Conservation Ordinance Monthly Statistics; Hosting of Water Supply Forum; and Placement of the Board of Directors' E-mail Addresses on the District Website. Meeting scheduled for November 3, 4:00 p.m. 10.6. MWDOC/OCWD Ad Hoc Committee (Mills/Collett) Alternate: Summerfield ' Meeting scheduled for November 24, 4:00 p.m. Mr. Vecchiarelli stated that this meeting may be rescheduled due to the Thanksgiving holiday. Staff will notify the Committee members once a decision has been made. 5 2009-156 10.7. City of Placentia Ad Hoc Committee ' (BeverageNecchiarel li ) Meeting to be scheduled. 10.8. Citizens Advisory Committee Minutes of the meeting held September 28 were provided in the agenda packet. Items discussed during the meeting were as follows: Introduction of Customer Service Division; Online Bill Pay; Public Relations for Water Rate Increase; Water Conservation Ordinance Progress Report; City of Yorba Linda Sewer System; District Facilities Tour; and OCWD 2009 Groundwater Adventure Tour. Meeting scheduled for October 26, 8:30 a.m. Mr. Vecchiarelli reported that members of the Citizens Advisory Committee had been invited to attend the Board of Directors facilities tour on Friday, October 23`' at 9:00 a.m. 11. INTERGOVERNMENTAL MEETINGS 11.1. Yorba Linda City Council, October 6 (Mills) ' Director Mills did not attend. 11.2. MWDOC/MWD Workshop, October 7 (Staff) Staff did not attend. 11.3. OCWD Board, October 7 (Staff) Staff did not attend. 12. BOARD OF DIRECTORS ACTIVITY CALENDAR 12.1. Meetings from October 9, 2009 thru November 30, 2009 The Board reviewed the listed meetings with no additional changes. 13. CONFERENCES AND SEMINARS 13.1. OCWD 2009 Groundwater Adventure Tour -November 13, 2009 On a motion by Director Mills, seconded by Director Armstrong, the Board voted 4-0 to authorize Directors and such staff members of the District as approved by the General Manager to attend the tour. 6 2009-157 ' 13.2. CRWUA 2009 Annual Conference - December 9-11, 2009 Directors Beverage and Summerfield both expressed interest in attending this conference. On a motion by Director Mills, seconded by Director Armstrong, the Board voted 4-0 to authorize Directors and such staff members of the District as approved by the General Manager to attend the conference. 14. ADJOURNMENT 14.1. The meeting was adjourned at 9:42 a.m. The next meeting of the Board of Directors will be held October 13, 2009 at 4:00 p.m. Ken Vecchiarelli Board Secretary 1 7