HomeMy WebLinkAbout2008-10-23 - Board of Directors Meeting Minutes2008-166
MINUTES OF THE
YORBA LINDA WATER DISTRICT
BOARD OF DIRECTORS REGULAR MEETING
October 23, 2008
The October 23, 2008 regular meeting of the Yorba Linda Water District Board of
Directors was called to order by President Summerfield at 8;30 a.m. The meeting was
held at the District's offices at 1717 E. Miraloma Avenue, Placentia, CA.
DIRECTORS PRESENT AT ROLL CALL
John W. Summerfield, President
William R. Mills, Vice President
Ric Collett
STAFF PRESENT
Michael A. Payne, General Manager
Kenneth R. Vecchiarelli, Asst. G.M.
Lee Cory, Operations Manager
Diane Cyganik, Finance Director
Pat Grady, IT Director
Hank Samaripa, Project Engineer
Art Vega, Information Systems Admin.
Stacy Bavol, Customer Service Supervisor
John DeCriscio, Chief Plant Operator
Steve Clayton, Plant Operator II
Jennifer Hill, Meter Services Rep.
Nick Hollon, Meter Reader I
Nicole Dalton, Meter Reader I
Kenny Graff, Maintenance Worker I
Jorge Lopez, Maintenance Worker I
Jimmy DeAnda, Maintenance Worker I
Anthony Varian, Maintenance Worker I
Ruben Gonzales, Facilities Maintenance
Annie Alexander, Executive Secretary
DIRECTORS ABSENT AT ROLL CALL
Paul R. Armstrong
Michael J. Beverage
INTRODUCTION OF VISITORS AND PUBLIC COMMENTS
Assistant General Manager Vecchiarelli introduced the following individuals.
Nikki Williams, Project Manager Marina Landscape Contractors
Kristen Ness, Executive Assistant Marina Landscape Contractors
Nitin Patel, CPA Diehl, Evans & Company
Thomas Ziencina, President Datanet Solutions
Leonard Dominquez, VP of Bus. Development Datanet Solutions
There were no public comments.
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SPECIAL RECOGNITION
Ms. Williams and Ms. Ness presented the Board of Directors with an award from the
California Landscape Contractors Association for the District's drought tolerant
landscaping.
The Board of Directors then recognized the following staff for passing their State of
California Water Distribution certification:
Steve Clayton, Plant Operator II
Water Distribution V
Nicole Dalton, Meter Reader I
Water Distribution II
Jimmy DeAnda, Maintenance Worker I
Water Distribution II
Nick Hollon, Meter Reader I
Water Distribution II
Jorge Lopez, Maintenance Worker I
Water Distribution II
Anthony Varian, Maintenance Worker I
Water Distribution 11
Kenny Graff, Maintenance Worker I
Water Distribution I
CONSENT CALENDAR
Director Summerfield requested to remove Item 1 from the Consent Calendar. Director
Collett stated that he would need to abstain from voting on Check No. 50186 of Item 2.
This check was removed from the consent calendar and will be brought back for
approval at the next Board meeting as there was not a quorum with Director Collett
abstaining.
On a motion by Director Mills, seconded by Director Collett, the Board of
Directors voted 3-0 to approve the Consent Calendar with the exception of Item 1
and Check No. 50186 of Item 2.
2. Payment of bills, refunds, and wire transfers.
3. Progress Payment No. 5 for the Highland Reservoir Replacement Project.
ITEMS REMOVED FROM THE CONSENT CALENDAR FOR SEPARATE ACTION
Director Summerfield requested that Item 1 be corrected to reflect that the Board
adjourned to a regular meeting scheduled for October 23, 2008 at 8:30 a.m.
On a motion by Director Summerfield, seconded by Director Mills, the Board of
Directors voted 3-0 to approve Item 1 as corrected.
1. Minutes of the Regular Board of Directors meeting held October 9, 2008.
ACTION CALENDAR
4. Final Audited Financial Statements for the period ending June 30, 2008.
Finance Director Cyganik introduced Mr. Patel who then provided a brief
overview of the financial statements and responded to questions from the Board.
Director Summerfield stated that the Finance-Accounting Committee met with the
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auditors on October 14, 2008 and recommended that the Board receive and file
the final audited financial statements.
On a motion by Director Mills, seconded by Director Collett, the Board of
Directors voted 3-0 to receive and file the final audited financial statements for
the period ending June 30, 2008.
5. Electronic Imaging and Agenda Automation System.
Information Technology Director Grady explained the benefits of both systems
and responded to questions from the Board.
On a motion by Director Collett, seconded by Director Mills, the Board of
Directors voted 3-0 to authorize the General Manager to execute a Professional
Services Agreement with Datanet Solutions at a cost of $69,192 for the
Laserfiche electronic imaging system and the NovusAgenda automation system.
6. Identity Theft Prevention Program.
Information Technology Director Grady explained the purpose and impacts of the
proposed Identity Theft Prevention program. The most significant impact of the
program would be that new customers would be required to sign up for water
service in person. Staff recommends that the new policy procedures be effective
January 1, 2009 to allow enough time for the program to be implemented
properly. Finance Director Cyganik stated that the Executive-Administrative-
Organizational Committee had reviewed the program and recommended Board
approval.
On a motion by Director Mills, seconded by Director Collett, the Board of
Directors on a Roll Call voted 3-0 to adopt Resolution 08-12 approving an Identity
Theft Prevention Program for the District.
DISCUSSION ITEMS
7. None.
REPORTS, INFORMATION ITEMS AND COMMENTS
8. a. President's Report
President Summerfield announced that he may be unavailable to attend
the Finance-Accounting meeting on November 10 and the Board meeting
on November 12. Director Collett also announced that he would be
unavailable to attend the Board meeting on November 12. Scheduling a
date for the next regular Board meeting will be discussed at the Board
workshop meeting on October 30. President Summerfield and Vice
President Mills will be attending the Fiesta Days Celebration on October
25.
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b. Directors' Reports
Director Mills commented on the status of CalPERS and the possible
effect on District contribution rates. General Manager Payne responded to
questions from the Board regarding this issue and stated that Finance
Director Cyganik was scheduled to attend a CalPERS conference next
week. A report will be made to the Finance-Accounting committee at the
next meeting.
Director Mills also commented on a recent segment in the PBS
"California's Water" series and encouraged staff to try to use the video as
an educational resource for District customers.
Assistant General Manager Vecchiarelli then responded to questions from
Director Collett regarding the annexation in progress.
C. General Manager's Report
Assistant General Manager Vecchiarelli reminded the Board regarding the
upcoming Fiesta Days Parade and Golden Guardian Event. General
Manager Payne reported that the Boys & Girls Club had recently used the
District's training room to conduct a seminar. Staff is working on
developing a Facilities Use Agreement for this purpose. Assistant General
Manager Vecchiarelli reported that the District had participated in the
Heritage Days Parade which went well.
COMMITTEE REPORTS
9. a. Executive-Administrative-Organizational Committee
(Summerfield/Mills) Alternate: Collett
1) Minutes of the meeting held October 21 were presented at the
meeting. Directors Summerfield and Mills attended. Items
discussed during the meeting were as follows: Identity Theft
Prevention program, termination of agreement with Sacramento
Advocates, Inc., Fullerton Arboretum Water Conservation Garden
partnership request, status of grant and legislative activities and
review of General Counsel's final report on 2008 legislative bills.
2) Meeting scheduled for November 18, 4:00 p.m.
b. Finance-Accounting Committee
(Beverage/Summerfield) Alternate: Mills
1) Minutes of the meeting held October 14 were included in the
agenda packet. Directors Beverage and Summerfield attended.
Items discussed during the meeting were the 2007/2008 audited
financial statements, investment report ending August 31, 2008 and
the Wells Capital portfolio investments.
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2) Meeting scheduled for November 10, 8:00 a.m.
C. Personnel-Risk Management Committee
(Armstrong/Collett) Alternate: Summerfield
1) Minutes of the meeting held October 13 were included in the
agenda packet. Directors Collett and Summerfield attended. Items
discussed during the meeting were as follows: ACWA Health
Benefits Authority 2009 health plan rating restructure, status of
recruitments, CalPACS 2008 salary survey, and status of personnel
on administrative leave and risk management activities.
2) Meeting scheduled for November 10, 4:00 p.m.
d. Planning-Engineering-Operations Committee
(Mills/Armstrong) Alternate: Beverage
1) Meeting scheduled for November 6, 4:00 p.m.
e. Public Information-Technology Committee
(Co I lett/B eve rage) Alternate: Armstrong
1) Meeting scheduled for November 4, 4:00 p.m.
f. MWDOC Ad Hoc Committee
(Mills/Collett) Alternate: Summerfield
1) Meeting scheduled for October 28, 4:00 p.m.
g. City of Placentia Ad Hoc Committee
(Beverage/Payne)
1) Meeting scheduled for November 7, 10:00 a.m.
INTERGOVERNMENTAL MEETINGS
10. a. MWDOC/MWD Board, October 15 (Staff)
Staff did not attend.
b. OCWD Board, October 15 (Staff)
Staff did not attend.
C. Yorba Lind Planning Commission, October 15 (Collett)
Director Collett did not attend.
d. Yorba Linda City Council, October 21 (Mills)
Director Mills did not attend.
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BOARD OF DIRECTORS ACTIVITY CALENDAR
Authorization to attend meetings scheduled after October 23, 2008. Agenda is available in the District office prior to
meeting.
October 2008
District Board Meeting, Oct 23, 8:30 a.m.
Yorba Linda Fiesta Days Parade, Oct 25, 10:00 a.m.
MWDOC Ad Hoc Committee Meeting, Oct 28, 4:00 .m.
Mills/Collett
Yorba Linda Planning Commission, Oct 29, 7:00 .m.
Summerfield
District Board Workshop, Oct 30, 8:00 a.m.
November 2008
Public Information-Technology Committee, Nov 4, 4:00 p.m.
Collett/Beverage
Yorba Linda City Council, Nov 4, 6:30 .m.
Mills
MWDOC/MWD Workshop, Nov 5, 7:30 a.m.
Staff
OCWD Board, Nov 5, 5:00 .m.
Staff
Plan nin -En ineerin -Operations Committee, Nov 6, 4:00 p.m.
Mills/Armstrong
Placentia Ad Hoc Committee, Nov 7, 10:00 a.m.
Beverage
Finance-Accounting Committee, Nov 10, 8:00 a.m.
Bevera a/Summerfield
Personnel-Risk Management Committee, Nov 10, 4:00 p.m.
Armstrong/Collett
Holiday, Nov 11
District Offices Closed
District Board Meeting, Nov 12, 8:30 a.m.
Yorba Linda Planning Commission, Nov 12, 7:00 .m.
Collett
Executive-Admin-Or anizational Committee, Nov 18, 4:00 .m.
Summerfield/Mills
Yorba Linda City Council, Nov 18, 6:30 .m.
Armstrong
MWDOC Board, Nov 19, 8:30 a.m.
Staff
OCWD Board, Nov 19, 5:00 p.m.
Staff
District Board Meeting, Nov 26, 8:30 a.m.
Yorba Linda Planning Commission, Nov 26, 7:00 p.m. *
Summerfield
Holiday, Nov 27-28
District Offices Closed
December 2008
Public Information -Technolo Committee, Dec 2, 4:00 p.m.
Collett/Beverage
Yorba Linda City Council, Dec 2, 6:30 p.m.
Mills
MWDOC/MWD Workshop, Dec 3, 7:30 a.m.
Staff
OCWD Board, Dec 3, 5:00 p.m.
Staff
Planning-Engineering-Operations Committee, Dec 4, 4:00 .m.
Mills/Armstrong
Personnel-Risk Management Committee, Dec 8, 4:00 p.m.
Armstrong/Collett
Finance-Accounting Committee, Dec 9, 4:00 .m.
Bevera a/Summerfield
Yorba Linda Planning Commission, Dec 10, 7:00 .m.
Collett
District Board Meeting, Dec 11, 8:30 a.m.
Executive-Admin-Or anizational Committee, Dec 16, 4:00 .m.
Summerfield/Mills
Yorba Linda City Council, Dec 16, 6:30 p.m.
Armstrong
MWDOC Board, Dec 17, 8:30 a.m.
Staff
OCWD Board, Dec 17, 5:00 .m.
Staff
District Board Meeting, Dec 23, 8:30 a.m.
MWDOC Ad Hoc Committee Meeting, Dec 23, 4:00 p.m.
Yorba Linda Planning Commission, Dec 24, 7:00 p.m. *
Summerfield
*May be rescheduled due to the upcoming holidays.
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CONFERENCES AND SEMINARS
11. Authorize attendance of Directors and such staff members of the District as
approved by the General Manager to attend the following conferences and
seminars.
a. MWDOC Water Policy Forum and Dinner- November 12, 2008.
Director Mills requested to attend the event.
ADJOURN TO CLOSED SESSION
12. None
ADJOURNMENT
On a motion by Director Collett, seconded by Director Mills, the Board of Directors voted
to adjourn at 9:45 a.m. to a workshop meeting of the Board of Directors scheduled for
October 30, 2008 at 8:00 a.m., at 1717 E. Miraloma Avenue, Placentia 92870.
Kenneth R. Vecchiarelli
Assistant Secretary
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