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.
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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.
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' 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.
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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.
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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.
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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.
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' 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
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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.
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' 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.
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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
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