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Home My WebLink About2010-04-22 - Board of Directors Meeting Minutes 2010-62 MINUTES OF THE YORBA LINDA WATER DISTRICT BOARD OF DIRECTORS REGULAR MEETING April 22, 2010 1. CALL TO ORDER The April 22, 2010 regular meeting of the Yorba Linda Water District Board of Directors was called to order by President Mills at 8:32 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 Steve Conklin, Engineering Manager Phil Hawkins Lee Cory, Operations Manager ' John W Summerfield Stephen Parker, Finance Director Gina Knight, HR Manager Damon Micalizzi, PI Specialist Harold Hulbert, Operations Assistant Anthony Mason, Storekeeper Annie Alexander, Executive Secretary OTHER VISITORS Brett Barbre, Director, Municipal Water District of Orange County 4. ADDITIONS/DELETIONS TO THE AGENDA None. 5. PUBLIC COMMENTS Mr Barbre addressed the Board and provided a brief report regarding the water supply situation. Mr Barbre then commented on the replenishment assessment, basin production percentage, and basin equity assessment approved by the Orange County Water District for the next fiscal year Mr Barbre also reported that the Metropolitan Water District (MET) would be continuing its water supply allocation at the same level for the next fiscal year ' Mr Vecchiarelli thanked Mr Barbre for his assistance in getting MET to reconsider a substantial rate increase. 1 2010-63 Mr Barbre stated that MET had approved a 7.5% increase each year for the next ' two years, instead of a 21% single-year rate increase as originally projected last year 6. SPECIAL RECOGNITION 6.1. Introduce Anthony Mason, Newly Hired Storekeeper Mr Parker introduced Mr Mason and provided a brief summary of his work history. Mr Mason left the meeting at this time. 7. CONSENT CALENDAR On a motion by Director Beverage, seconded by Director Collett, the Board voted 5-0 to approve the Consent Calendar Director Collett abstained from voting on Check No. 53948 of Item No. 7 2. as he had a financial interest in the company 7.1. Minutes of the Regular Board of Directors Meeting Held April 8, 2010 Recommendation: That the Board of Directors approve the minutes as presented. 7.2. Payment of Bills, Refunds, and Wire Transfers ' Recommendation: That the Board of Directors ratify and authorize disbursements in the amount of $802,854 67 7.3. Asset Management Plan, Final Report Recommendation: That the Board of Directors receive and file the final Asset Management Plan, dated April 2010. 7.4. Authorization to Invest in CalTRUST Recommendation: That the Board of Directors approve the transfer of funds from Wells Capital and California Asset Management Program to Ca1TRUST 8. DISCUSSION ITEMS 8.1. Report on Mutual Aid Activities Mr. Cory reported that District staff had provided mutual aid assistance to the Santa Margarita Water District (SMWD) related to a sewer main break on March 23, 2010 One pump truck and four personnel were dispatched. ' SWMD was one of the local agencies that provided the District with mutual aid assistance during the Freeway Complex Fire in 2008. 2 2010-64 ' Mr Hulbert reported that he had provided mutual aid assistance at the Emergency Operations Center in Calexico following the earthquake in Baja California on April 4, 2010 Mr Hulbert summarized his duties and observations during his time there and responded to questions from the Board. Mr Hulbert left the meeting at this time. 9. REPORTS. INFORMATION ITEMS AND COMMENTS 9.1. President's Report None. 9.2. Directors' Reports None. 9.3. General Manager's Report Participation in AWWA QualServe Program Mr Vecchiarelli reported that the Executive-Administrative-Organizational Committee had discussed this matter and instructed staff to move forward with participating in the self-assessment portion of this program. Mr Vecchiarelli explained that the self-assessment would provide the District with a tool for continuous. improvement. Participation in the peer review portion of the program would be an additional cost and won't be considered until after the completion of the self-assessment. Mr Vecchiarelli then responded to questions from the Board regarding the number of participants in Orange County and the fiscal impact. 9.4. Future Agenda Items and Staff Tasks None. 10. COMMITTEE REPORTS 10.1. Executive-Administrative-Organizational Committee (Mills/Beverage) Alternate Collett Minutes of the meeting held April 16, 2010 were provided in the agenda packet. Directors Mills and Beverage attended. Matters discussed during the meeting were as follows: Customer Feedback Report; Assignment of Directors as Regular and Alternate Attendees for Citizens Advisory Committee (CAC) Meetings; Property Owner Continuous Water Service Agreement Draft; American Water Works (AWWA) QualServe Program; ' OCWD Annexation, City of Yorba Linda Sewers; Report on 2010 Legislative Bills; and General Counsel's Monthly Summary Billing Report. Meeting scheduled May 18, 2010 at 4.00 p.m. was rescheduled to May 5, 2010 at 4.00 p.m. 3 2010-65 Director Beverage requested that consideration of the assignment of ' Directors as attendees for CAC meetings take place at the regular meeting scheduled May 27, 2010 as the full Board would be in attendance 10.2. Finance-Accounting Committee' (Summerfield/Collett) Altemate: Mills Minutes of the meeting held April 12, 2010 were provided in the agenda packet. Directors Collett and Mills attended. Matters discussed during the meeting were as follows. Authorization to Invest in CalTRUST, February Budget to Actual Results; Monthly Investment Report for February; Monthly Portfolio Reports for February; Budget Calendar Update and Progress Report; Preliminary 2011 Budget Numbers, and Proposed Reserve Discussions/Policies. Meeting scheduled May 10, 2010 at 4.00 p.m. has been rescheduled to May 17, 2010 at 4.00 p.m. Director Mills will attend in place of Director Collett. Mr Vecchiarelli then responded to questions from the Board regarding the budget approval process. Staff plans to present the Board with preliminary budget information at the workshop meeting scheduled May ' 30, 2010. Mr Barbre addressed the Board and commented on MET's future rate increases. Mark Schock addressed the Board and requested that the meeting minutes indicate what topics will be discussed at workshop meetings. 10.3. Personnel-Risk Management Committee (Collett/Hawkins) Alternate. Summerfield Minutes of the meeting held April 13, 2010 were provided in the agenda packet. Directors Collett and Hawkins attended. Matters discussed during the meeting were as follows: Proposed Authorized Positions for FY 2010/2011, Status of Recruitments and Authorized/Budgeted Positions; Status of Risk Management Activities; and Salary Increases Based on Performance During FY 2009/2010. Meeting scheduled May 11, 2010 at 4:00 p.m. has been rescheduled to May 7, 2010 at 4:00 p.m. 4 2010-66 ' 10.4. Planning-Engineering-Operations Committee (Mills/Summerfield) Alternate. Beverage Meeting scheduled May 6, 2010 at 4.00 p.m. Director Beverage will attend in place of Director Summerfield. 10.5. Public Information-Technology Committee (Beverage/Hawkins) Alternate. Summenreld Meeting scheduled May 4, 2010 at 4.00 p.m. 10.6. MWDOC/OCWD Ad Hoc Committee (Mills/Beverage) Alternate. Collett Meeting scheduled May 25, 2010 at 4.00 p.m. 10.7. Citizens Advisory Committee (Directors Rotate Attendance) Meeting scheduled April 26, 2010 at 8:30 a.m. (Summerfield) INTERGOVERNMENTAL MEETINGS 11.1. YL Planning Commission -April 14, 2010 (Collett) Director Collett did not attend. 11.2. YL City Council -April 20, 2010 (Summerfield) Director Summerfield attended and reported that the City Council will be scheduling a public hearing to consider a sewer rate adjustment. The City Council has also requested that District staff provide an informational presentation regarding the maintenance of the District's sewer system at their next meeting scheduled May 4, 2010 Mr Vecchiarelli then responded to questions from the Board regarding the District's estimated costs for maintaining the City's sewer system. Director Summerfield and Mr Vecchiarelli both commented on the costs associated with the maintenance of a sewer lift station for a small development in the Hidden Hills area. Director Summerfield then reported that the City Council also discussed associated legal costs for the review of a potential conflict of interest of one of the Council members. 11.3. MWDOC Board -April 21, 2010 (Staff) Staff did not attend. 11.4 OCWD Board -April 21, 2010 (Staff) Staff did not attend. 5 2010-67 12. BOARD OF DIRECTORS ACTIVITY CALENDAR ' 12.1. Meetings from April 23, 2010 -May 31, 2010 The Board reviewed the listed meetings and made no additional changes. Staff was instructed to provide the Board with an updated calendar following the meeting. 13. ADJOURNMENT 13.1. The meeting was adjourned at 9:28 a.m. The Board of Directors will be holding a workshop meeting on April 30, 2010 at 9:00 a.m. The next regular meeting of the Board of Directors will be held May 13, 2010 at 8:30 a. m. Ken Vecchiarelli Board Secretary 1 1 6