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HomeMy WebLinkAbout2010-02-11 - Board of Directors Meeting Minutes 2010-017 MINUTES OF THE YORBA LINDA WATER DISTRICT BOARD OF DIRECTORS REGULAR MEETING February 11, 2010 1. CALL TO ORDER The February 11, 2010 regular meeting of the Yorba Linda Water District Board of Directors was called to order by President Mills at 8:30 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 Lee Cory, Operations Manager ' Cindy Navaroli, Interim Finance Director Derek Nguyen, Water Quality Engineer Annie Alexander, Executive Secretary OTHER VISITORS Brett Barbra, Director, Municipal Water District of Orange County 4. ADDITIONS/DELETIONS TO THE AGENDA Mr Vecchiarelli requested that Item No. 8.3., General Manager's Report, be taken following the Consent Calendar, as Derek Nguyen, Water Quality Engineer, was in attendance to provide the Board with a presentation regarding the duties of the District's water quality division. The Board agreed. 5. PUBLIC COMMENTS Mr Barbre addressed the Board and provided a brief report regarding the water supply situation. 6. CONSENT CALENDAR Staff responded to questions from Director Beverage regarding available grant funding related to Item No. 6.9 On a motion by Director Summerfield, seconded by Director Collett, the Board ' voted 4-0 to approve the Consent Calendar Director Beverage abstained from voting on Check No. 53365 of Item No. 6.2. as the vendor was a source of income. 1 2010-018 6.1. Minutes of the Regular Board of Directors Meeting Held January 28, 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 $2,215,427 34 6.3. Final Progress Payment No. 8 and Notice of Completion for the Zone Reconfiguration Project Recommendation. That the Board of Directors approve Final Progress Payment No. 8 in the net amount of $136,154 40 to Ken Thompson, Inc.; authorize staff to file the Notice of Completion and release the retention thirty-five days following recordation if no liens have been riled, release the Labor and Material Bond; and release the Faithful Performance Bond in one year if no defects have been found in the Zone Reconfiguration Project, Job No. 200710. 6.4. Progress Payment No. 21 for the Highland Reservoir Replacement Project Recommendation: That the Board of Directors approve Progress ' Payment No. 21 in the net amount of $243,542.45 to Schuler Engineering Corporation and 10% retention of $27,060.27 deposited to Citizens Business Bank escrow account for construction of the Highland Reservoir Replacement Project, Job No. 200309 6.5. Amendment No. 2 to Professional Services Agreement - Design of Highland Booster Pump Station Replacement Recommendation: That the Board of Directors approve Amendment No. 2 to the Professional Services Agreement (PSA) with MWH Americas, in the amount of $18,929, for additional engineering services for the Highland Booster Pump Station Replacement and Expansion Project Job No. 200814 6.6. Change Order No. 2 for the San Antonio Pressure Reducing Station Upgrade Project Recommendation: That the Board of Directors approve Change Order No. 2 in the amount of S12,777 65 to Paulus Engineering, ' Inc. for construction of the San Antonio Pressure Reducing Station Upgrades Project, Job No. 200901 2 2010-019 6.7. Award of Contract for Drilling Well No. 20 Recommendation: That the Board of Directors authorize execution of a Construction Agreement for drilling Well No. 20 to Bakersfield Well & Pump Company, in the amount of $367,29100. 6.8. Execution of a License Agreement with the Orange County Water District to Discharge Well 20 Blow-Off Water into the Warner Basin Complex Recommendation. That the Board of Directors support staffs recommendation to authorize execution of a License Agreement with OCWD to allow Well 20 blow-off water to discharge into OCWD's Conrock Basin. 6.9. Recycled Water Facilities Planning Study Recommendation: That the Board of Directors authorize execution of a Professional Services Agreement with Malcolm Pimie, Inc. in the amount of $146,044 to prepare the Recycled Water Facilities Planning Study ' Due to technical difficulties, Mr Nguyen's presentation was delayed until after Item No. 8.1 7. ACTION CALENDAR 7.1. Resolution 10-01 for Medicare-Only Coverage Mr Vecchiarelli explained that the Board had previously approved a proposal to extend Medicare only coverage to five long-term employees. Adoption of the resolution being presented to the Board would formalize this action for CalPERS. On a motion by Director Beverage, seconded by Director Summerfield, the Board voted 4-0 to approve Resolution 10-01 for submittal to the California Public Employees Retirement System, enabling five long-term employees to qualify for Medicare-Part A Coverage. 8. REPORTS. INFORMATION ITEMS AND COMMENTS 8.1. President's Report President Mills requested that those members of the audience who had applied for the vacancy on the Board of Directors introduce themselves. Those individuals were as follows. Phil Hawkins, Bob Kiley, Art ' Newsham, Barry Stahl, Gary Melton and Don Holt. President Mills then presented the Board with a draft candidate interview procedure for the special meeting scheduled February 18, 2010 at 4,00 p.m. The Board reviewed the procedure and following discussion it was decided that each Board member would submit their sample interview questions to Mr 3 2010-020 Vecchiarelli for compilation by February 15, 2010 at 5.00 p.m. The questions would be reviewed by the Executive-Administrative- ' Organizational Committee who would then select 4 questions to be asked of each candidate. Interviews would be no longer than 10 minutes each and staff will randomly assign each candidate to a specified interview time. Staff will also respectfully request that each candidate be present in the room only during their scheduled interview time. Following the interviews, each Board member will choose 4 candidates with whom they would like to conduct a subsequent interview This information will be provided to the General Manager who will compile the list of finalists. Subsequent interviews with the finalists will be conducted at a special meeting scheduled February 26, 2010 at 4,00 p.m. The following item was taken out of order 8.3. General Manager's Report Presentation by Derek Nguyen, Water Quality Engineer Mr. Vecchiarelli introduced Mr. Nguyen who then provided the Board with a brief PowerPoint presentation regarding the duties of the Water Quality Division. This included a summary of the District's facilities, water sources, sampling stations and regulatory requirements. Messrs. Nguyen, Vecchiarelli and Cory then responded to questions from the Board and the ' audience. Mr. Nguyen left the meeting at this time. 8.2. Directors' Reports Director Collett stated that he would not be in attendance at the Board meeting on February 25, 2010. 8.3. General Manager's Report Continued Water Conservation Gardening Class Irrigating the Low-Water Use Garden at the Fullerton Arboretum on February 20, 2010 at 1.00 p.m. (Free to YLWD customers who present their water bill.) Mr Vecchiarelli reported that the vast majority of the attendees at these classes were District customers. 8.4. Future Agenda Items and Staff Tasks Director Collett reported that the water conservation status sign near Imperial and Prospect was missing its arrow Mr Vecchiarelli stated that staff would correct this problem and that District customers were still conserving 4% over the conservation goal. , 4 2010-021 ' 9. COMMITTEE REPORTS 9.1. Executive-Administrative-Organizational Committee (Mills/Beverage) Alternate. Collett Meeting scheduled February 16, 2010 at 4.00 p.m. was rescheduled to February 17, 2010 at 8:00 a.m. 9.2. Finance-Accounting Committee (Summerfield/Collett) Alternate Mills Meeting scheduled February 17, 2010 at 4.00 p.m. Meeting scheduled March 8, 2010 at 4.00 p.m. was rescheduled to March 15, 2010 at 8:00 a.m. as the Board will be holding a workshop meeting on March 8, 2010 at 4.00 p.m. to discuss the Asset Management Plan, water rate structure and FY 2010/11 Budget. 9.3. Personnel-Risk Management Committee (Collett/Beverage) Alternate. Summerfield Minutes of meeting held February 9, 2010 were provided at the meeting. ' Directors Collett and Beverage attended. Matters discussed during the meeting were as follows: ACWA/JPIA RPA Stabilization Fund Report; Status of Recruitments and Authorized/Budgeted Positions; and Status of Risk Management Activities. Meeting scheduled March 9, 2010 at 4.00 p.m. 9.4. Planning-Engineering-Operations Committee (Mills/Summerfield) Alternate: Beverage Minutes of meeting held February 4, 2010 at 4:00 were provided in the agenda packet. Directors Mills and Summerfield attended. Matters discussed during the meeting were as follows. MET Shutdown Operating Plan; Monthly Groundwater Production and Purchased Import Water Report; Monthly Preventative Maintenance Program Report; Amendment No 2 to Professional Services Agreement for Design of Highland Booster Pump Station Replacement; Change Order No. 2 for the San Antonio Pressure Reducing Station Upgrade Project; Drilling Contract for Well No. 20; License Agreement with the Orange County Water District to Discharge Well No. 20 Blow-Off Water Into the Warner Basin Complex; Recycled Water Facilities Planning Study; Status of Change Orders and Final Progress Payment with Ken Thompson, Inc., Water Supply to Black ' Gold Golf Course, Monthly Groundwater Producers Meeting Report; and Status Report on Capital Projects in Progress. Meeting scheduled March 4, 2010 at 4:00 p.m. 5 2010-022 9.5. Public Information-Technology Committee (Beverage/Summerfield) Altemate. ' Minutes of meeting held February 2, 2010 were provided in the agenda packet. Directors Beverage and Summerfield attended. Matters discussed during the meeting were as follows: Water Bill Redesign; Proclamation for Director Armstrong; Winter Newsletter; Public Outreach Activities, Home Energy & Water Efficiency Survey Program; Conservation Ordinance Monthly Statistics; and IT Projects Monthly Status. Meeting scheduled March 2, 2010 at 4.00 p.m. 9.6. MWDOC/OCWD Ad Hoc Committee (Mills/Beverage) Alternate. Collett Meeting scheduled March 23, 2010 at 4.00 p.m. 9.7. Citizens Advisory Committee (Directors Rotate Attendance) Meeting scheduled March 1, 2010 at 8:30 a.m. (Beverage) 10. INTERGOVERNMENTAL MEETINGS ' 10.1. YL City Council - February 2, 2010 (Mills) Director Mills did not attend. 10.2. MWDOC/MWD Board Workshop - February 3, 2010 (Staff) Staff did not attend. 10.3 OCWD Board - February 3, 2010 (Staff) Staff did not attend. 10.5. YL Planning Commission - February 10, 2010 (Collett) This meeting was cancelled. 11. BOARD OF DIRECTORS ACTIVITY CALENDAR 11.1. Meetings from February 12, 2010- March 31, 2010 The Board reviewed the listed meetings and made no additional changes. 1 6 2010-023 ' 12. ADJOURNMENT 12.1. The meeting was adjourned at 9.48 a.m. The Board of Directors will be holding a special meeting on February 18, 2010 at 4*00 p.m. The next regular meeting of the Board of Directors will be held February 25, 2010 at 8:30 a.m. n Ke Vecchiarelli Board Secretary 1 7