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Home My WebLink About2008-11-12 - Board of Directors Meeting Minutes2008-175 MINUTES OF THE YORBA LINDA WATER DISTRICT BOARD OF DIRECTORS REGULAR MEETING November 12, 2008 The November 12, 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 Paul R. Armstrong Michael J. Beverage STAFF PRESENT Michael A. Payne, General Manager Kenneth R. Vecchiarelli, Asst. G.M. Arthur G. Kidman, General Counsel Lee Cory, Operations Manager Diane Cyganik, Finance Director Pat Grady, IT Director Annie Alexander, Executive Secretary DIRECTORS ABSENT AT ROLL CALL Ric Collett INTRODUCTION OF VISITORS AND PUBLIC COMMENTS Assistant General Manager Vecchiarelli introduced the following individuals: Mark Korando, Senior Vice President Habitat for Humanity Karl W. Seckel, Assistant General Manager MWDOC Sanjay Gaur, Principal Consultant Red Oak Consulting There were no public comments. SPECIAL RECOGNITION None. DISCUSSION ITEMS Wells Capital Investment Portfolio and Economic Outlook for Quarter Ended Sept 30, 2008 Keith Khorey of Wells Capital Management provided an overview of the District's investment portfolio and economic outlook via teleconference. Mr. Khorey then responded to questions from the Board. CONSENT CALENDAR President Summerfield requested to remove Item 7 from the Consent Calendar. Director Beverage questioned an item in the minutes of the October 9, 2008 Board meeting. Following discussion, President Summerfield instructed staff to bring the minutes from the October 9, 2008 meeting back for re-approval at the next Board meeting as a modification would need to be made. The Board and General Counsel 2008-176 Kidman then discussed the appropriate procedure for abstaining from the approval of minutes for meetings they did not personally attend. Director Beverage and Director Armstrong both stated that they would need to abstain from voting on Item 2 as they were not in attendance for the meeting. Item 2 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 Directors Beverage and Armstrong abstaining. Director Beverage also stated that he would need to abstain from voting on Check No. 50359 of Item 4 as he had received income over $500 from the vendor. On a motion by Director Beverage, seconded by Director Mills, the Board of Directors voted 4-0 to approve the Consent Calendar with Director Beverage abstaining from voting on Check No. 50359 of Item 4 and Director Armstrong abstaining from voting on Item 3. 3. Minutes of the Board of Directors Workshop Meeting Held October 30, 2008 4. Payment of Bills, Refunds, and Wire Transfers 5. Progress Payment No. 6 for the Highland Reservoir Replacement Project 6. Progress Payment No. 18 for the Lakeview Reservoir Construction ITEMS REMOVED FROM THE CONSENT CALENDAR FOR SEPARATE ACTION 2. Minutes of the Regular Board of Directors meeting held October 23, 2008 These minutes will be brought back for approval at the next Board meeting. 7. Terms and Conditions for Water and Sewer Service with Habitat for Humanity of Orange County Mr. Korando addressed the Board and requested relief from Item 26 and modification of Items 28 and 49 of the Terms and Conditions which would result in an increased cost for the project. On a motion by Director Beverage, seconded by Director Mills, the Board of Directors voted 4-0 to approve the Terms and Conditions for Water and Sewer Service with Habitat for Humanity of Orange County, Job No. 200818. Director Beverage also requested staff to work with the organization to try to help reduce the cost of the project. ACTION CALENDAR 8. Consider Terminating the Professional Services Agreement with Sacramento Advocates, Inc. Assistant General Manager Vecchiarelli explained the reasons for terminating the agreement and the notice required. Staff responded to questions from the Board. 2 2008-177 On a motion by Director Mills, seconded by Director Armstrong, the Board of Directors voted 2-2 to authorize the General Manager to terminate the Professional Services Agreement with Sacramento Advocates, Inc. effective November 30, 2008. The motion failed. DISCUSSION ITEMS CONTINUED 9. Budget Based Rates in Orange County for Water Management and Droughts Mr. Seckel and Mr. Guar provided a brief presentation to the Board regarding the Department of Water Resources Urban Drought Assistance Grant Program. This program would assist participating agencies in implementing budget based water rates. REPORTS, INFORMATION ITEMS AND COMMENTS 10. a. President's Report President Summerfield congratulated Directors Beverage and Collett on their reelection. b. Directors' Reports Director Beverage reported that he had received a request from the Friends Christian School to supply water for their golf tournament being held January 12, 2009. Information regarding the event was provided to staff. Director Mills reported that he had spoken with Mr. Smith from the Yorba Linda-Placentia School District regarding their artificial turf installation. Director Mills suggested that the District highlight the School District's water conservation efforts in its next newsletter. Director Mills also suggested that the District consider implementing a water conservation award program. C. General Manager's Report Assistant General Manager Vecchiarelli reported that the Urban Water Management Plan update was complete and would be submitted to the State for acceptance. Assistant General Manager Vecchiarelli also reviewed the District's recent newsletter and reported on the joint public use of the Administration building. The Rotary Club and City of Placentia Police Department will be using the facilities in the upcoming weeks. Staff is working on developing a Facilities Use Agreement for this purpose. d. General Counsel's Report General Counsel Kidman reported on recent changes to the Ralph M. Brown Act. COMMITTEE REPORTS 11. a. Executive-Administrative-Organizational Committee (Summerfield/Mills) Alternate: Collett 3 2008-178 1) Meeting scheduled for November 18, 4:00 p.m. b. Finance-Accounting Committee (Beverage/Summerfield) Alternate: Mills 1) Minutes of the meeting held November 10 were presented at the meeting. Director Summerfield attended. Items discussed during the meeting were as follows: monthly financial statements for the first and second months of fiscal year 2008-2009 ending July 31 and August 31, 2008 respectively; Investment Report ending September 30, 2008; Monthly Portfolio report ending October 31, 008; and the potential effects of CalPERS investment loss. 2) Meeting scheduled for December 9, 4:00 p.m. C. Personnel-Risk Management Committee (Armstrong/Collett) Alternate: Summerfield 1) Minutes of the meeting held November 10 were presented at the meeting. Directors Armstrong and Collett attended the meeting. Items discussed during the meeting were as follows: draft Employee-Employer Relations Resolution; status of CalPACS Salary Survey; status of recruitments, personnel on Administrative Leave, and risk management activities; and pre-employment drug testing requirements. 2) Meeting scheduled for December 1, 4:00 p.m. d. Planning-Engineering-Operations Committee (Mills/Armstrong) Alternate: Beverage 1) Minutes of the meeting held November 6 were included in the agenda packet. Directors Mills and Armstrong attended. Items discussed during the meeting were as follows: monthly Groundwater Production and Purchased Water Report; monthly Preventative Maintenance Program Report; monthly MWDOC Managers Meeting Summary Report; monthly OC Groundwater Producers Meeting Summary Report; status report on capital projects in progress; and Cost Accounting Synopsis for street construction on Richfield Road and Miraloma Avenue. 2) Meeting scheduled for December 4, 4:00 p.m. e. Public Information-Technology Committee (Collett/Beverage) Alternate: Armstrong 1) Meeting scheduled for November 4 was canceled. 4 2008-179 2) Meeting scheduled for December 2, 4:00 p.m. f. MWDOC Ad Hoc Committee (Mills/Collett) Alternate: Summerfield 1) Minutes of the meeting held October 28 were included in the agenda packet. Directors Mills and Collett attended. Items discussed during the meeting were as follows: MWD/MWDOC Supply Allocation Plan; current water supply situation; SB/XX and implementation for local agencies; status of Dana Point De-Salter Project; AB 1400; and status of Bryant Ranch Non-Potable Irrigation Project. 2) Meeting scheduled for December 23 was canceled. g. City of Placentia Ad Hoc Committee (Beverage/Payne) 1) Minutes of the meeting held November 7 were presented at the meeting. Director Beverage and General Manager Payne attended. Items discussed during the meeting were as follows: 2009 water rates; potential Water and Sewer Reliability Study within YLWD and City of Placentia boundaries; and YLWD and City of Placentia 2009 goals. 2) Meeting to be scheduled. INTERGOVERNMENTAL MEETINGS 12. a. MWDOC/MWD Board, November 5 (Staff) Staff did not attend. b. OCWD Board, November 5 (Staff) Staff did not attend. C. Yorba Linda City Council, November 4 (Mills) 5 2008-180 BOARD OF DIRECTORS ACTIVITY CALENDAR Authorization to attend meetings scheduled after October 23, 2008. Agenda is available in the District office prior to meeting. November 2008 Yorba Linda Planning Commission, Nov 12, 7:00 p.m. Collett Executive-Admin-Or anizational Committee, Nov 18, 4:00 .m. Summerfield/Mills Yorba Linda City Council, Nov 18, 6:30 p.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 Personnel-Risk Management Committee, Dec 1, 4:00 .m. Armstrong/Collett Public Information-Technology Committee, Dec 2, 4:00 p.m. Collett/Beverage Yorba Linda City Council, Dec 2, 6:30 .m. Mills MWDOC/MWD Workshop, Dec 3, 7:30 a.m. Staff OCWD Board, Dec 3, 5:00 p.m. Staff Plan nin -En ineed n -O erations Committee, Dec 4, 4:00 .m. Mills/Armstrong Finance-Accounting Committee, Dec 9, 4:00 p.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 .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 .m. CANCELED Yorba Linda Planning Commission, Dec 24, 7:00 p.m. * Summerfield *May be rescheduled due to the upcoming holidays. CONFERENCES AND SEMINARS 13. Authorize attendance of Directors and such staff members of the District as approved by the General Manager to attend the following conferences and seminars. On a motion by Director Mills, seconded by Director Armstrong, the Board of Directors voted 4-0 to 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. ACWA/JPIA Annual Conference - December 1-2, 2008 Director Mills requested to attend this conference. 6 2008-181 b. Orange County Water Association 51St Anniversary Celebration - December 12, 2008 C. Water Education Foundation Climate Change Summit - November 13-14, 2008 A recess was declared at 11:21 a.m. The Board of Directors reconvened in Closed Session at 11:26 a.m. All Directors were present. Also present were General Manager Payne and Assistant General Manager Vecchiarelli. ADJOURN TO CLOSED SESSION 14. Conference with Real Property Negotiators Pursuant to Section 54956.8 of the California Government Code Property: 4622 Plumosa Drive, Yorba Linda, CA Agency Negotiators: Michael A. Payne and Ken Vecchiarelli Negotiating Parties: To Be Determined Under Negotiation: Price and Terms of Payment 15. Public Employee Appointment Pursuant to Section 54957 of the California Government Code Title: General Manager CLOSED SESSION REPORT The Board of Directors reconvened in Open Session at 12:00 p.m. There were no reportable items from the Closed Session. ADJOURNMENT On a motion by Director Beverage, seconded by Director Summerfied, the Board of Directors voted to adjourn at 12:00 p.m. to a regular meeting of the Board of Directors scheduled for November 26, 2008 at 8:30 a.m., at 1717 E. Miraloma Avenue, Placentia 92870. Kenneth R. Vecchiarelli Assistant Secretary 7