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HomeMy WebLinkAbout2010-01-28 - Board of Directors Meeting Minutes 2010-010 ' MINUTES OF THE YORBA LINDA WATER DISTRICT BOARD OF DIRECTORS REGULAR MEETING January 28, 2010 1. CALL TO ORDER The January 28, 2010 regular meeting of the Yorba Linda Water District Board of Directors was called to order by President Mills at 8:32 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 William R. Mills, President Ken Vecchiarelli, General Manager Michael J Beverage, Vice President Pat Grady, Assistant General Manager Ric Collett Steve Conklin, Engineering Manager John W Summerfield Gina Knight, HR Manager ' Cindy Navaroli, Interim Finance Director Ken Mendum, Water Maintenance Sup John DeCriscio, Chief Plant Operator Annie Alexander, Executive Secretary 4. ADDITIONS/DELETIONS TO THE AGENDA Mr Vecchiarelli requested that the Board consider adding a meeting of the Orange County Water District's Water Issues Committee scheduled February 10, 2010 at 8.00 a.m. as Item No. 10 5. Staff would like to request that one of the Board members attend this meeting as the Committee would be considering the District's request for annexation and associated Memorandum of Understanding. This item was then added to the agenda. 5. PUBLIC COMMENTS None. 6. CONSENT CALENDAR President Mills commented on a few items on the Consent Calendar and stated that even though his son was employed by MWH, one of the vendors listed on Item No 6.2., legal counsel had advised that it wasn't necessary for him to abstain from these payments. On a motion by Director Beverage, seconded by Director Summerfield, the Board voted 4-0 to approve the Consent Calendar Director Collett abstained from voting on Check No. 53327 of Item No. 6.2. as he had a financial interest with the vendor 1 2010-011 6.1. Minutes of the Regular Board of Directors Meeting Held January 14, 2010 ' 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 $1,309,302.38. 6.3. Progress Payment No. 4 for the San Antonio Pressure Reducing Station Upgrade Project Recommendation: That the Board of Directors approve Progress Payment No. 4 in the net amount of $39,772.56 to Paulus Engineering, Inc. for construction of the San Antonio Pressure Reducing Station Upgrades Project, Job No. 200901 6.4. Progress Payment No. 7 for the Zone Reconfiguration Project Recommendation: That the Board of Directors approve Progress Payment No. 7 in the net amount of $121,974 65 to Ken Thompson, Inc. for construction of the Zone Reconfiguration , Project, Job No. 200710. 6.5. Progress Payment No. 8 for Construction of the Hidden Hills Reservoir Project Recommendation: That the Board of Directors approve Progress Payment No. 8 in the net amount of $338,96700 to Pacific Hydrotech Corporation for construction of the Hidden Hills Reservoir Project, Job No. 200028. 6.6. Amendment No. 1 to Professional Services Agreement - Design of Highland Booster Pump Station Replacement Recommendation: That the Board of Directors approve Amendment No. 1 to the Professional Services Agreement (PSA) with MWH Americas, in the amount of $91,940, for additional engineering services for the Highland Booster Pump Station Replacement and Expansions Project, Job No. 200814 6.7. Zone Reconfiguration Project Change Order Number 2 Recommendation: That the Board of Directors approve Change , Order No. 2 in the amount of $151,282.66, with the addition of 31 calendar days to Ken Thompson, Inc. for construction of the Zone Reconfiguration Project Job No. 200710. 2 I 2010-012 ' 7. ACTION CALENDAR 7.1. Review of Authorized Positions FY 2009/2010 Mr Vecchiarelli explained that staff was requesting the Board to consider reclassifying two employees who have been employed in underfilled positions. The intent would be to try to retain these skilled employees as staff expects a decline in the job force due to the retirement of key personnel within the next 5 years. Both of these employees meet the qualifications of the higher classification including required certifications and possession of a Class A drivers license. The fiscal impact would be minimal as several other authorized positions have remained vacant longer than expected. Director Collett stated that the Personnel-Risk Management Committee had discussed this matter and recommended that the Board approve the reclassification. On a motion by Director Collett, seconded by Director Beverage, the Board voted 4-0 to approve the reclassification of two District employees. Mr Mendum left the meeting at this time. 7.2. Medicare-Only Coverage Mr Vecchiarelli explained that staff had become aware that 5 long-term employees had not been paying Medicare taxes during their employment with the District as a result of an exception in the Internal Revenue Code implemented in 1986. Due to this exception, any District employee who was employed prior to April 1, 1986 and continued their employment to the present did not pay into the Medicare hospital portion of Social Security Staff has contacted CalPERS who has advised that the Board would need to adopt a resolution to allow these employees the opportunity to elect into this coverage. Should the Board decide to approve this proposal, staff will prepare a resolution for adoption at the next meeting. Mr Vecchiarelli then responded to questions from the Board regarding the estimated cost and participation requirements. On a motion by Director Beverage, seconded by Director Collett, the Board voted 4-0 to approve the proposal to extend Medicare only coverage to the five dedicated employees, each of whom has worked for the District for more than twenty years. 3 2010-013 8. REPORTS. INFORMATION ITEMS AND COMMENTS ' 8.1. President's Report President Mills reported that he and Mr. Vecchiarelli decided not to attend the ACWA DC Conference as the project for which the District was seeking funding for had been submitted several times in the past. President Mills also requested that staff work with the Black Gold Golf Course to help them reduce their irrigation costs. 8.2. Directors' Reports Director Collett reported that he had attended the memorial service for Paul Armstrong and that it was nice to see a summary of his life. Director Collett also commented on the water flow in the Santa Ana River. Mr Vecchiarelli stated that he noticed that the water flow in the river was being diverted now instead of being allowed to run freely downstream. Director Summerfield and President Mills then commented on the Prado dam and associated water storage. Director Beverage expressed his regret that he was not able to attend the memorial service. Director Summerfield commended President Mills on his remarks during the memorial service. 8.3. General Manager's Report Mr Vecchiarelli reported that the 3rd water conservation gardening class was held at the Fullerton Arboretum over the weekend. The vast majority of the attendees were District customers although total attendance was slightly down because of the inclement weather Mr. Vecchiarelli and Mr DeCriscio then provided the Board with an overview of District preparations for the scheduled MET shutdown, available water storage and water usage trends. Mr DeCriscio left the meeting at this time. 8.4. Future Agenda Items and Staff Tasks None. 4 2010-014 ' 9. COMMITTEE REPORTS 9.1. Executive-Administrative-Organizational Committee (Mills/Beverage) Alternate. Collett Minutes of the meeting held January 19, 2010 were provided in the agenda packet. Directors Mills and Beverage attended. Matters discussed during the meeting were as follows: OCWD Annexation - Draft Memorandum of Understanding; Records Retention Schedule Update; ACWA/JPIA 2010 Executive Committee Selection; Vacancy on the Board of Directors; City of Yorba Linda and City of Placentia Sewers; and General Counsel's Monthly Summary Billing Report. Meeting scheduled February 16, 2010 at 4,00 p.m. Mr Vecchiarelli commented on the District's legal expenses and stated that expenses for General Counsel related to the Freeway Complex Fire did not qualify for reimbursement by ACWA/JPIA. 9.2. Finance-Accounting Committee (Summertield/Collett) A/temate. Mills Meeting scheduled February 8, 2010 at 4.00 p.m. has been rescheduled to February 17, 2010 at 4.00 p.m. 9.3. Personnel-Risk Management Committee (Collett/Beverage) Alternate. Summertield Meeting scheduled February 9, 2010 at 4.00 p.m. 9.4. Planning-Engineering-Operations Committee (Mills/Summertield) Alternate: Beverage Meeting scheduled February 4, 2010 at 4.00 p.m. 9.5. Public Information-Technology Committee (Beverage/Summerfeld) Alternate. Meeting scheduled February 2, 2010 at 4.00 p.m. 5 2010-015 9.6. MWDOC/OCWD Ad Hoc Committee (Mills/Beverage) Alternate. Collett ' Minutes of the meeting held January 26, 2010 were provided at the meeting. Directors Mills and Beverage attended. Matters discussed during the meeting were as follows: OCWD Annexation; Discussions with 6 South County Agencies; Water Supply Situation; and Upcoming MET Rate Discussions. Meeting scheduled March 23, 2010 at 4:00 p.m. 9.7. Citizens Advisory Committee (Directors Rotate Attendance) Minutes of the meeting held January 25, 2010 were provided at the meeting. Director Mills attended. Matters discussed during the meeting were as follows: Introduce President Mills, CAC Members, Visitors and Water Quality Division; Vacancy on the Board of Directors; City of Yorba Linda and City of Placentia Sewers; Existing Improvement Districts and Future Development; Water Bill Redesign; and Request for Proposals for Cost of Service and Water Rate Study. Meeting scheduled February 22, 2010 at 8:30 a.m. (Beverage) ' Director Mills requested that the presentation provided to the Citizens Advisory Committee regarding water quality be provided to the Board at a future meeting. Mr Vecchiarelli then responded to questions from the Board regarding the RFP to be issued for a Cost of Service and Water Rate Study. 10. INTERGOVERNMENTAL MEETINGS 10.1. YL City Council - January 19, 2010 (Summerfield) Director Summerfield attended and stated that a nice tribute to Paul Armstrong was made at the meeting. Director Summerfield commented on an ethics policy/open government regulations ordinance which was approved during the meeting. Mr Vecchiarelli stated that staff would be presenting an ethics policy to the Executive-Administrative-Organizational Committee for review in February Director Summerfield further commented on a conditional use permit for ' the Friends Christian High School and a law enforcement services study which were discussed during the meeting. Director Summerfield then summarized the options available to the City for law enforcement as identified in the study. 6 2010-016 ' Nancy Rikel, Councilmember for the City of Yorba Linda, addressed the Board and stated that the City Council planned to conduct additional workshop meetings to further discuss available law enforcement options. 10.2. MWDOC Board - January 20, 2010 (Staff) Staff did not attend. Mr Vecchiarelli reported that he had been asked to attend the OCWA meeting that morning to say a few words about Paul Armstrong. 10.3 OCWD Board - January 20, 2010 (Staff) Staff did not attend. Mr Vecchiarelli commented on OCWD's employee recognition program and stated that staff was considering incorporating some of their ideas into the District's program. Mr Vecchiarelli further stated that OCWD had held a special Board meeting on January 27th to interview applicants for the vacancy on their Board of Directors. Staff did not know the results of the meeting at the time. Director Beverage stated that Joan Finnegan and Jeffery Thomas were recently elected as President and Vice President respectively, of the MWDOC Board of Directors. 10.4. YL Planning Commission - January 27, 2010 (Collett) ' Director Collett was unable to attend 10.5. OCWD Water Issues Committee - February 10, 2010 Director Mills volunteered to attend this meeting along with staff 11. BOARD OF DIRECTORS ACTIVITY CALENDAR 11.1. Meetings from February 1, 2010 -March 31, 2010 The Board reviewed the listed meetings and made no changes. 12. ADJOURNMENT 12.1. The meeting was adjourned at 9:38 a.m. The next regular meeting of the Board of Directors will be held February 11, 2010 at 8,30 a.m. Ke Vecchiarelli Board Secretary 7