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HomeMy WebLinkAbout2010-04-08 - Board of Directors Meeting Minutes 2010-052 ' MINUTES OF THE YORBA LINDA WATER DISTRICT BOARD OF DIRECTORS REGULAR MEETING April 8, 2010 1. CALL TO ORDER The April 8, 2010 regular meeting of the Yorba Linda Water District Board of Directors was called to order by President Mills at 8:34 a.m. The meeting was held at the District's Administrative Office at 1717 East Miraloma Avenue, 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 Art Kidman, General Counsel Phil Hawkins Steve Conklin, Engineering Manager ' John W Summerfield Lee Cory, Operations Manager Stephen Parker, Finance Director Gina Knight, HR Manager Damon Micalizzi, PI Specialist Annie Alexander, Executive Secretary OTHER VISITORS Alice Armstrong Sheri Cassidy Rich Freschi, Director, Serrano Water District (SWD) Shawn Dewane, Director, Mesa Consolidated Water District (MCWD) John Withers, Director, Irvine Ranch Water District (IRWD) Charley Wilson, Director, Santa Margarita Water District (SMWD) Brett Barbre, Director, Municipal Water District of Orange County (MWDOC) Keith Khorey, Principal, Wells Capital Management Lyle Defenbaugh, Director of Client Relations, CaITRUST Richard Kreisler, Labor Counsel, Liebert Cassidy Whitmore (Attended Closed Session Only) Laurie Park, Associate, McCormick, Kidman & Behrens 4. ADDITIONS/DELETIONS TO THE AGENDA Mr Vecchiarelli stated that staffs recommendation for Item No. 7 1 would need ' to be revised to request that a member of the Board be designated to vote on the District's behalf at the ISDOC meeting in April. Mr Vecchiarelli also requested that Item No. 16.1 be taken immediately following Item No. 7 1 5. PUBLIC COMMENTS None. 1 2010-053 6. SPECIAL RECOGNITION ' 6.1. Presentation to the Family of Paul R. Armstrong for his Service as Director from May 1982 to January 2010 President Mills summarized Director Armstrong's service in the Yorba Linda community and with the District. President Mills then presented Mrs. Armstrong with a glass statuette in recognition of Director Armstrong's service to the District from May 1982 to January 2010 Director Beverage and Mr Kidman also commented on their friendship and working relationships with Director Armstrong. Mrs. Armstrong and Ms. Cassidy left the meeting shortly after the presentation. 7. ACTION CALENDAR 7.1. ISDOC Special District Selection Committee Meeting President Mills explained that Mr Freschi and Mr Dewane had been invited to attend the meeting to address the Board regarding their candidacy for regular and alternate commissioners for the Orange County Local Agency Formation Commission (LAFCO). President Mills suggested that Mr Freschi and Mr Dewane address the Board first, followed by Mr Withers and Mr Wilson, and ending with closing remarks , by Mr Freschi and Mr Dewane. Mr. Freschi addressed the Board and summarized his work history and public service with SWD Mr Freschi then responded to questions from the Board regarding his work experience and reasons for seeking a position on LAFCO. Mr Dewane addressed the Board, summarized his public service with MCWD and expressed his concerns regarding LAFCO's Municipal Service Review (MSR) process and the merging of special districts with cities. Mr Dewane then responded to questions from the Board regarding efforts to breakup MWDOC, his work experience and duties of the alternate LAFCO commissioner Mr Withers addressed the Board and requested that they consider the candidates as if the issue regarding the breakup of MWDOC was off the table. Mr Withers also highlighted some of the issues facing the District including a possible takeover by the City of Yorba Linda, transfer of the city's sewer system to the District and annexation to the Orange County Water District (OCWD). Mr Withers then responded to questions from the Board regarding his previous voting history with LAFCO and IRWD and ' reasons for seeking reelection. 2 2010-054 ' Mr Wilson addressed the Board and summarized his work experience and public service with LAFCO Mr Wilson then provided the Board with a brief description of the duties of the alternate commissioner Mr Freschi addressed the Board and commented on his concerns regarding LAFCO's MSR process and the length of time and financial resources MWDOC has spent dealing with the results of its review Mr Dewane addressed the Board and commented on his involvement with the Poseidon project and the time and resources spent by MWDOC related to the MSR. Mr Dewane also invited the Board to consider becoming ISDOC members. Mr Barbre then addressed the Board and stated that MWDOC may have erred in nominating Mr Withers and Mr Wilson as LAFCO commissioners four years ago. Mr Barbre further stated that the MWDOC Board of Directors voted 6-0-1 in support of the candidacy of Mr Freschi and Mr Dewane and requested that the YLWD Board of Directors do the same. Each Board member then expressed their opinion regarding this matter ' On a motion by Director Beverage, seconded by Director Summerfield, the Board voted 3-2 on a Roll Call, with Directors Collett and Mills voting No, to adopt Resolution No. 10-06 in Support of Rich Freschi for Regular LAFCO Commissioner and Shawn Dewane for Alternate LAFCO Commissioner Mr Vecchiarelli stated that the Board would also need to consider designating one of the Board members to attend the ISDOC meeting in April and vote on the Board's behalf should President Mills be unable to attend. In the past, agency staff has been allowed to perform this duty in place of a Board member However, due to the heightened interest in this election, staff recommends strict adherence to the ISDOC rules of procedure. On a motion by Director Summerfield, seconded by Director Hawkins, the Board voted 5-0 to designate Director Beverage to attend the ISDOC meeting on April 29, 2010 in the absence of Director Mills and vote on behalf of the District in accordance with Resolution No. 10-06. Messrs. Freschi, Dewane, Barbre, Withers and Wilson left the meeting at this time. 1 3 2010-055 Mr Vecchiarelli suggested that the Board take Item No. 10.1 at this time instead of Item ' No. 16.1 The Board agreed. A brief recess was declared at 9*44 a.m. The meeting was reconvened at 9.49 a.m. 10. DISCUSSION ITEMS 10.1. Presentation by Lyle Defenbaugh Regarding CalTRUST Investment Options Mr Parker introduced Mr Defenbaugh who then provided the Board with a PowerPoint presentation regarding investment options with CalTRUST Mr Defenbaugh and Mr Khorey then responded to questions from the Board regarding the various investment options. Mr Parker stated that he had identified five investment funds which could be of benefit to the District. Director Collett stated that the Finance-Accounting Committee had previously reviewed this matter and felt that it would be a good investment opportunity Mr Vecchiarelli stated that a request for authorization to invest in CalTRUST would be taken to the Finance- Accounting Committee for review next week. Mr Defenbaugh and Mr Khorey left the meeting following the , presentation. The meeting was adjourned to Closed Session at 10:29 a.m. All Directors were present. Also present were Messrs. Vecchiarelli, Grady and Kreisler and Ms. Knight. 16. CLOSED SESSION 16.1. Conference Labor Negotiators Pursuant to Section 54956 7 of the California Government Code Agency Designated Representatives: Ken Vecchiarelli Pat Grady Gina Knight Richard Kreisler Employee Organization: Yorba Linda Water District Employees Association The Board reconvened in Open Session at 11:27 a.m. No action was taken during Closed Session that was required to be reported under the Brown Act. ' Mr Kreisler and Ms. Knight left the meeting at this time. 4 2010-056 8. CONSENT CALENDAR On a motion by Director Beverage, seconded by Director Collett, the Board voted 5-0 to approve the Consent Calendar 8.1. Minutes of the Regular Board of Directors Meeting Held March 25, 2010 Recommendation: That the Board of Directors approve the minutes as presented. 8.2. Payment of Bills, Refunds, and Wire Transfers Recommendation: That the Board of Directors ratify and authorize disbursements in the amount of $3,020,900.39 8.3. Progress Payment No. 10 for Construction of the Hidden Hills Reservoir Project Recommendation: That the Board of Directors approve Progress Payment No. 10 in the net amount of $733,167.00 to Pacific Hydrotech Corporation for Construction of the Hidden Hills Reservoir Project, Job No. 200028. ' 8.4. Progress Payment No. 23 for the Highland Reservoir Replacement Project Recommendation: That the Board of Directors approve Progress Payment No. 23 in the net amount of $339,405.18 to Schuler Engineering Corporation and 10% retention of $37,71169 deposited to Citizens Business Bank escrow account for construction of the Highland Reservoir Replacement Project, Job No. 200309 9. ACTION CALENDAR 9.1. Urgent Pipeline Replacement Project, Ohio Street North of Yorba Linda Boulevard Mr Conklin explained that there had been a water main break on Ohio Street last weekend and that street repairs had been completed today Staff recommends replacement of this pipeline due to age and has begun negotiations with Tetra Tech, Inc. Director Summerfield stated that this matter had been reviewed by the Planning-Engineering-Operations Committee. The Committee instructed staff to identify other aging pipelines within the District's water distribution system and develop a replacement plan. Director Mills stated that replacement of these pipelines had also been identified in the Asset Management Plan. 5 2010-057 On a motion by Director Collett, seconded by Director Beverage, the Board voted 5-0 to authorize issuance of a Professional Services ' Agreement for engineering services with Tetra Tech, Inc. for the Ohio Street Pipeline Replacement Project, with a scope of work and fee for services to be negotiated by District staff and the General Manager, followed by ratification by the Board. Mr Vecchiarelli stated that staff would be presenting the Asset Management Plan to the Board at the next regular meeting. Staff also plans to provide the Board with related recommendations and a proposed three year Capital Improvement Plan at the upcoming workshop meeting. Director Beverage requested that staff provide the Board with a street map identifying the various systems in need of replacement. Mr Vecchiarelli responded that the Asset Management Plan would include these maps. 9.2. Well 5 Pump Installation for the Well Rehabilitation Project Mr. Conklin explained that there were several wells currently out of operation and staff had obtained quotes and executed an agreement with Layne Christensen Company to install pumping equipment for Well 5. Staff is requesting Board ratification for this action. On a motion by Director Collett, seconded by Director Beverage, the Board voted 5-0 to ratify execution of an Agreement with Layne ' Christensen Company in the amount of $51,249 for the installation of Well 5 pumping equipment as part of the Well Rehabilitation Project. 9.3. Mitigated Negative Declaration, Highland Booster Station Replacement Project Mr Conklin explained that an Initial Environmental Study under the California Environmental Quality Act had been prepared for the Highland Booster Station Replacement Project. Staff is requesting that the Board adopt the associated Mitigation Monitoring and Reporting Plan. On a motion by Director Hawkins, seconded by Director Summerfield, the Board voted 5-0 to (1) adopt the Mitigation Monitoring Plan; (2) rind and declare that the proposed project, with incorporation of the mitigation measures per the Mitigation Monitoring and Reporting Plan, will not have a significant effect on the environment of the YLWD service area, and (3) authorize staff to rile a Notice of Determination for the project. 9.4. Brand Name Requirement for Highland Booster Station Project Mr Conklin explained that staff had determined that several components and manufactured parts for the Highland Booster Station Project would need to be brand name so they matched other products already in use in ' District's water distribution system. These components and parts will be identified in the bid documents. 6 I 2010-058 ' On a motion by Director Beverage, seconded by Director Collett, the Board voted 5-0 to approve the Brand Name Requirement for the Highland Booster Station Project for the items listed on Exhibit A of the staff report. 9.5. Records Retention Policy Mr Grady explained that staff had worked closely with a knowledgeable consultant to develop an updated records retention policy The proposed policy has been reviewed by the Executive-Administrative-Organizational Committee. On a motion by Director Collett, seconded by Director Beverage, the Board voted 5-0 on a Roll Call to adopt Resolution No. 10-08 Adopting a Records Retention Schedule and Authorizing Destruction of Certain District Records and Rescinding Resolution No. 95-04 Item No. 10 1 was taken out of order 11. REPORTS, INFORMATION ITEMS AND COMMENTS 11.1. President's Report ' None. 11.2. Directors' Reports MWDOC Infrastructure Tour - March 26, 2010 (Summerfield) Director Summerfield provided the Board with a brief report regarding his attendance on this tour 11.3. General Manager's Report 2010 Children's Water Education Festival - March 25, 2010 Mr Vecchiarelli and Mr Micalizzi reported on the District's participation in this event and summarized staff's plans for the festival next year Mr Vecchiarelli reported that the Board was invited to attend a staff potluck lunch on April 22, 2010 at 11:30 a.m. as well as the District Employee's Appreciation Picnic on May 8, 2010 from 11:30 a.m. to 3.30 p.m. at Tri City Park in Placentia. 11.4. General Counsel's Report Mr Kidman reported that he would provide staff with a legislative report later that week. Mr Kidman summarized a few of the bills examined in his ' report including AB1739, AB2409 and AB1955 Mr Kidman then commented on his working relationship with Russell Behrens who serves as legal counsel for MWDOC 7 2010-059 11.5. Future Agenda Items and Staff Tasks None. ' 12. COMMITTEE REPORTS 12.1. Executive-Administrative-Organizational Committee (Mills/Beverage) Alternate. Collett Meeting scheduled April 20, 2010 at 4:00 p.m. was rescheduled to April 16, 2010 at 9:00 a.m. 12.2. Finance-Accounting Committee (Summerfield/Collett) Alternate: Mills Meeting scheduled April 12, 2010 at 4:00 p.m. Director Mills will attend in place of Director Summerfield. 12.3. Personnel-Risk Management Committee (Collett/Hawkins) Alternate: Summer field Meeting scheduled April 13, 2010 at 4.00 p.m. 12.4. Planning-Engineering-Operations Committee ' (Mills/Summerfield) Altemate. Beverage Minutes of the meeting held April 1, 2010 were provided in the agenda packet. Directors Mills and Summerfield attended. Matters discussed during the meeting were as follows: Monthly Groundwater Production and Purchased Import Water Report; Monthly Preventative Maintenance Program Report; Urgent Pipeline Replacement Project, Ohio Street North of Oriente Drive; Well 5 Pump Installation for the Well Rehabilitation Project; Mitigated Negative Declaration, Highland Booster Station Replacement Project; Brand Name Requirement for Highland Booster Station Project; Monthly Groundwater Producers Meeting Report; Capital Improvement and Replacement Projects Budget; and Status Report on Capital Projects in Progress. Meeting scheduled May 6, 2010 at 4:00 p.m. Director Beverage will attend in place of Director Summerfield. 8 2010-060 ' 12.6. Public Information-Technology Committee (Beverage/Hawkins) Alternate. Summerfield Minutes of the meeting held April 6, 2010 were provided at the meeting. Directors Beverage and Hawkins attended. Matters discussed during the meeting were as follows. Ohio Street Construction Community Outreach; District Participate in 20100 Water Education Festival; Options for Bottling District Water; Draft FY 2010/11 PI Budget; Conservation Ordinance Monthly Statistics; Public Outreach Activities, Utility Billing Software Implementation Status and Payment Lockbox Services; Draft FY 2010/11 and IT Budget; IT Projects Monthly Status. Meeting scheduled May 4, 2010 at 4.00 p.m. 12.6. MWDOC/OCWD Ad Hoc Committee (Mills/Beverage) Alternate. Collett Meeting scheduled May 25, 2010 at 4.00 p.m. 12.7. Citizens Advisory Committee (Directors Rotate Attendance) ' Minutes of the meeting held March 29, 2010 were provided at the meeting. Director Beverage attended. Matters discussed during the meeting were as follows: Introduce Director Beverage, CAC Members and Visitors Present; Introduce Engineering Department, Construction Section; Recognition of CAC Members; Request for Proposals for Cost of Service and Water Rate Study; District Presence on Facebook and Twitter; and Status Report on Conservation Efforts. Meeting scheduled April 26, 2010 at 8:30 a.m. (Summerfield) 13. INTERGOVERNMENTAL MEETINGS 13.1. YL City Council - April 6, 2010 (Mills) Director Mills was unable to attend. 13.2. MWDOC/MWD Workshop - April 7, 2010 (Staff) Staff did not attend. 13.3 OCWD Board -April 7, 2010 (Staff) Staff did not attend. ' 14. BOARD OF DIRECTORS ACTIVITY CALENDAR 14.1. Meetings from April 9, 2010 -May 31, 2010 The Board reviewed the listed meetings and changed the time for the workshop meeting scheduled April 30, 2010 from 8:30 a.m. to 9:00 a.m. 9 2010-061 15. CONFERENCES AND SEMINARS 15.1. OC Water Summit -May 14, 2010 ' On a motion by Director Beverage, seconded by Director Collett, the Board voted 5-0 to authorize Directors and such staff members of the District as approved by the General Manager to attend the event. Item No. 16.1 was taken out of order 17. ADJOURNMENT 17.1. The meeting was adjourned at 12:28 a.m. The next regular meeting of the Board of Directors will be held April 22, 2010 at 8:30 a.m. Ken Vecchiarelli Board Secretary 1 10