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HomeMy WebLinkAbout2008-04-24 - Board of Directors Meeting Minutes2008-66 MINUTES OF THE YORBA LINDA WATER DISTRICT BOARD OF DIRECTORS REGULAR MEETING April 24, 2008 The April 24, 2008 regular meeting of the Yorba Linda Water District Board of Directors was called to order by President Summerfield at 8:30am. The meeting was held at the District's offices at 1717 E Miraloma Ave, Placentia, CA 92870 DIRECTORS PRESENT AT ROLL CALL John W. Summerfield, President William R. Mills Michael J. Beverage Richard P. Collett Paul R. Armstrong STAFF PRESENT Michael A. Payne, General Manager Kenneth R. Vecchiarelli, Asst, G.M. Lee Cory, Operations Manager Diane Cyganik - Finance Director Amelia Cloonan, Personnel Technicial Cindy Mejia, Assistant Administrator John DeCriscio, Chief Plant Operator Pat Grady, IT Manager Hank Samaripa, Project Engineer Ruben Maldonado, Water Quality Tech Ruben Gonzales, Facilities Maintenance Shelly Collins, Temporary Executive Secretary INTRODUCTION OF VISITORS AND PUBLIC COMMENTS Keith Khorey, Wells Capital Management Brenda Grelock, applicant for executive secretary position. SPECIAL RECOGNITION Assistant General Manager Vecchiarelli introduced Ruben Maldonado, newly hired Water Quality Technician I, Engineering Department. General Manager Payne introduced Shelly Collins, acting executive secretary. A brief ceremony was held including pictures and a sparkling cider toast to commemorate the first board meeting held in the new board room and commemorating the successful completion of the administration building and the entire campus project. CONSENT CALENDAR (Items 1 thouqh 4) On a motion by Director Beverage, seconded by Vice President Mills, the Board of Directors voted 5-0 to approve the Consent Calendar with Director Collett abstaining from voting on Item No. 2, Check Nos. 48765 and 48793. -1- 2008-67 1. Minutes of the Regular Board of Directors meeting held April 10, 2008. Recommendation: Approve the minutes as presented. 2. Payment of bills, refunds, and wire transfers. Recommendation: Ratify and authorize disbursements in the amount of $2,361,388.74. Assistant General Manager Vecchiarelli reported on the purchase of a new fleet/pool vehicle. A 4-door Honda Civic Hybrid was picked up April 21. Several departments used the vehicle during the week logging over 300 miles and using approximately 8 gallons of gasoline for an estimated 38 mpg. In addition to the excellent mpg and smooth operation, this vehicle leaves 30% less carbon footprint than other cars of its class. 3. Declaration of Restrictive Covenants Agreement - 5550 Sugar Pine Drive Recommendation: Authorize the President and Secretary to execute the Declaration of Restrictive Covenants Agreement with Miguel Chavez and Blanca Sanchez-Chavez subject to approval as to form by General Counsel. 4. Progress Payment No. 11 for the Lakeview Reservoir Construction. Recommendation: Approve Progress Payment No. 11 in the net amount of $811,325.25 to SSC Construction, Inc. for construction of the Lakeview Reservoir Project, Job No. 200704. Brett Barbre, MWDOC Director entered at 8:44am General Manager Payne invited Keith Khorey to give his report at this time. DISCUSSION ITEMS 7. Wells Capital Investment report for the third quarter of fiscal year 2007/2008. Keith Khorey reviewed his first quarter 2008 performance report stating there was a lot of market activity. AAA bonds have downgraded, spending is down, and we are probably in a recession that we realistically cannot expect consumers to `spend' us out of, aside from some spending of tax checks. Midwest and Southern states are the most affected by housing issues, but we expect markets to open this summer, and the next meeting of the feds is expected to cut interest rates again. ACTION CALENDAR 5. Construction of the New District Administration Building Assistant General Manager Vecchiarelli stated this Item was presented to close out the work on the Administration building. He reviewed the recommendation and noted total change orders came to approximately 7.5% of contract, most of that due to client requests for upgrades and improvements. -2- 2008-68 General Manager Payne will recognize Project Engineer Samaripa at the formal dedication of the Administration building. Project Engineer Samaripa has been dynamic throughout this project remaining fully aware of every aspect of this project. President Summerfield also acknowledged Project Engineer Samaripa's complete professionalism and full knowledge of all aspect of the project. General Manager Payne cited the professionalism of everyone involved in the move. General Manager Payne asked that the Board please let staff know of any problems they observe, and give punch list(s) to the executive secretary. On a motion by Director Armstrong, seconded by Director Collett, the Board of Directors voted 5-0 to approve Change order No. 12 in the amount of $104,891.45 and Final Progress Payment No. 13 in the net amount of $554,768.63 to J.E. Grant General Contractors. Authorize staff to file the Notice of Completion and release the retention thirty five days following the recordation of the Notice of Completion, if no liens have been filed. Release the Labor and Material Bond, and release the Faithful Performance Bond in one year if no defects have been found for the New Administration Building Project, Job No. 200313. 6. Financial Statements for the first and second quarters of fiscal year 2007-2008 for the periods ending September 30 and December 31, 2007 respectively. Finance Director Cyganik reviewed the report as written and answered questions. On a motion by Director Beverage, seconded by Director Armstrong, the Board of Directors voted 5-0 to receive and file the financial statements for the first and second quarter of fiscal year 2007-2008 for the periods ending September 30 and December 31, 2007 respectively. DISCUSSION ITEMS 8. Administration Building Update President Summerfield asked about pictures on the walls. General Manager Payne replied that the historical committee is working on a 100 year anniversary commemorative display. Vice President Mills asked if everyone could hear. Discussions revealed general trouble hearing from anyone sitting in the corners. There will be podium with a microphone and a roaming microphone in future meetings. REPORTS, INFORMATION ITEMS AND COMMENTS 9. a. President's Report President Summerfield thanked General Manager Payne and staff for planning and executing the Administration Building project. -3- 2008-69 b. Director's Reports Director Beverage recommends that the Board review Carver Guides. `Basic Principles of Policy Governance', `Your Roles and Responsibilities as a Board Member, and `Board Assessment of the CEO', copies were given to General Manager Payne who will review them and add his findings to the May 15 Board Meeting discussion. c. General Manager's Report General Manager Payne asks the Board members note that the two Board Meetings in May have been moved to the 15th and 29th of May. Vice President Mills, Director Armstrong, General Manager Payne, and Assistant General Manager Vecchiarelli will be at the ACWA Conference and JPIA the week of May 5th through 9th and will report on those events on their return. The Board of Directors have been invited to attend the City of Placentia ribbon cutting ceremony for the opening of the extension of Miraloma Avenue. General Manager Payne and all Board members are invited to attend. A question was asked about what should be done reporting the minutes of committee meetings held close to the next board meeting? Only significant events will be acknowledged at that meeting with more extensive reporting at the next Board of Directors meeting. COMMITTEE REPORTS 10.a. Executive-Administrative-Organizational Committee (Summerfield/Mills) Alternate: Collett 1) Minutes of meeting held April 23 will appear in the May 15 Board Agenda packet. This meeting was attended by Vice President Mills and Director Collett. Discussion items included: Legislative reports by Sacramento Advocates and McCormick, Kidman & Behrens. And grant activities report by Townsend Public Affairs. Other Discussion items included: the proposed LAFCO Budget for fiscal year 2008-2009, the City of Placentia ribbon cutting ceremony for Miraloma Avenue extension, Board of Directors seating arrangements in the boardroom and the General Manager's monthly activity report. 2) Meeting scheduled for May 20, 4:00 p.m. Vice President Mills and Director Collett will attend. b. Finance-Accounting Committee (Beverage/Summerfield) Alternate: Mills 1) Minutes of meeting held April 8. Director Beverage reported that the Committee considered the quarterly Financial Statements for the first and second quarters of FY 2007/2008 and the monthly Financial Statements for the seventh and eighth months ending -4- 2008-70 January 31 and February 29, 2008 respectively. Discussion items included a review of the investment report ending February 29, 2008, a status report on Wells Capital portfolio investments as of March 31, 2008 and the reporting of significant event in connection with the continuing disclosure obligations of the 2003 Certificates of Participation. 2) Meeting Scheduled for May 13, 4:00 p.m. c. Personnel-Risk Management Committee (Armstrong/Collett) Alternate: Summerfield 1) A meeting was scheduled for Monday 28 April, 8:30 a.m. 2) Meeting scheduled for May 12, 4:00 p.m. d. Planning Engineering Operations Committee (Mills/Armstrong) Alternate: Beverage 1) Meeting scheduled for May 1, 4:00 p.m. e. Public Information Committee (Collett/Beverage) Alternate: Armstrong 1) Minutes of meeting held April 11. A status report on District information activities was presented. District Re- Branding was discussed. 2) Minutes of meeting held April 17. District re-branding was discussed. f. Building Ad Hoc Committee (Beverage/Summerfield) Alternate: Armstrong 1) A meeting was scheduled for May 22, 4:00 p.m. Assistant General Manager Vecchiarelli asked the Board members to give their list of any items that need to be attended to the executive secretary. Keith Khorey and Finance Director Cyganik left at 9:21 a.m. g. MWDOC Ad Hoc Committee (Mills/Beverage) Alternate: Collett 1) Minutes of meeting held April 22 will appear in the Board agenda for May 15. 2) Meeting scheduled for June 24, 4:00 p.m. Director Collett will attend for Vice President Mills. -5- 2008-71 h. City of Placentia Ad Hoc Committee (Beverage/Payne) 1) Meeting to be scheduled. General Manager Payne will discuss with Director Beverage. City of Yorba Linda Ad Hoc Committee (Summerfield/Payne) 1) Meeting to be scheduled. General Manager Payne will discuss with Director Beverage. INTERGOVERNMENTAL MEETINGS 11. a. Yorba Linda City Council, April 15 (Armstrong) Director Armstrong attended this meeting and noted the following items of interest: The City Council adopted an ethics policy in 1972 and recently updated it. Director Armstrong asked that the District review the city's policy and compare it with the District's. In their closed session, the Council discussed the Casino Ridge Development, and litigation by a group who previously spoke with Directors Armstrong and Collett on the subject of private roads and driveways being encroached upon during this project. The City of Placentia is taking away the use of public parks and play grounds for YMCA and after school programs. General Manager Payne received a letter from Chris Kelso of the YMCA with regard to the possible use of the tops of reservoirs for their programs. The letter circulated to Board members during the meeting. General Manager Payne reviewed the agenda, noting Mayor Jim Winder referred to an article expanding on the prior announcement in the 'Yorba Linda Star' regarding Tammy Letourneau's request to be released without cause. b. MWDOC Board, April 16 MWDOC Director Brett R. Barbre spoke. He participated in a meeting held Tuesday, April 22. It appears LAFCO is planning to go straight to the LAFCO Commission. General Manager Payne stated staff will attend the May 14 meeting, because the District does not believe the process is fair. c. OCWD Board, April 16 General Manager Payne reported the BPP and replenishment assessment were adjusted. The issue will be discussed at a committee meeting. d. Yorba Linda Planning Commission April 23. President Summerfield attended the meeting. He reported discussion included two-story additions and the time extension of the Casino Ridge project. There is a pending lawsuit between the King family, developers and the HOA. Assistant General Manager Vecchiarelli clarified that the District provided a standard -6- 2008-72 generic will serve letter stating this development lies within our service area. Developers still need approval for any project. The King family appears to have overstated the letter, saying we agreed to provide water and are investigating developing their own service and pressure system. The Planning Commission is not in a position to mediate the dispute between the King family and HOA. BOARD OF DIRECTORS ACTIVITY CALENDAR Director Collett has a conflict with the May 14t meeting and requested to switch attendance to Summerfield. Approved. April 2008 Yorba Linda Planning Commission the May 28th meeting with President City of Placentia Dedication of Miraloma Ave., April 29, 8:30 a.m. District Board Tour, April 29, 9:00 a.m. May 2008 Plan nin -En ineerin -O erations Committee, May 1, 4:00 p.m. Mills/Armstrong WACO, May 2, 7:30 a.m. Public Information Committee, May 6, 4:00 .m. Collett/Beverage Yorba Linda City Council, May 6, 6:30 .m. Mills MWDOC/MWD Joint Workshop, May 7, 8:30 a.m. Staff OCWD Board, May 7, 5:00 .m. Staff Personnel-Risk Management Committee, May 12, 4:00 .m. Armstrong/Collett Finance-Accounting Committee, May 13, 4:00 .m. Bevera a/Summerfield Yorba Linda Planning Commission, May 14, 7:00 .m. Summerfield District Board Meeting, May 15, 8:30 a.m. Executive-Admin-Or anizational Committee, May 20, 4:00 .m. Summerfield/Mills Yorba Linda City Council, May 20, 6:30 .m. Armstrong MWDOC Board, May 21, 8:30 a.m. Staff OCWD Board, May 21, 5:00 .m. Staff Yorba Linda Planning Commission, May 28, 7:00 .m. Collett District Board Meeting, May 29, 8:30 a.m. June 2008 Public Information Committee, June 3, 4:00 .m. Collett/Beverage Yorba Linda City Council, June 3, 6:30 .m. Mills MWDOC/MWD Joint Workshop, June 4, 8:30 a.m. Staff OCWD Board, June 4, 5:00 .m. staff Planning-Engineering-Operations Committee, June 5, 4:00 .m. Mills/Armstrong WACO, June 6, 7:30 a.m. Personnel-Risk Management Committee, June 9, 4:00 .m. Armstrong/Collett Finance-Accounting Committee, June 10, 4:00 .m. Bevera a/Summerfield Yorba Linda Planning Commission, June 11, 7:00 .m. Collett District Board Meeting, June 12, 8:30 a.m. Executive-Admin-Or anizational Committee, June 17, 4:00 .m. Summerfield/Mills Yorba Linda City Council, June 17, 6:30 .m. Armstrong MWDOC Board, June 18, 8:30 a.m. Staff OCWD Board, June 18,5:00 .m. Staff Yorba Linda Planning Commission, June 25, 7:00 .m. Summerfield District Board Meeting, June 26, 8:30 a.m. -7- 2008-73 CONFERENCES AND SEMINARS 12. 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. None A recess was declared at 10:10am. The Board of Directors adjourned to Closed Session at 10:20am. All Directors were present. Also present were General Manager Payne and Assistant General Manager Vecchiarelli. ADJOURN TO CLOSED SESSION 13. Public employee Performance evaluation (Government code Section 54957). Title: General Manager. The Board of Directors reconvened in open session at 10:59am. CLOSED SESSION REPORT There were no reportable actions taken in Closed Session. ADJOURNMENT The Board of Directors voted to adjourn at 11:00 a.m. to a regular meeting of the Board of Directors scheduled for Tuesday April 29, 2008, at 8:30 a.m.,at 1717 East Miraloma Avenue, Placentia, CA 92870 Michael A. Payne Secretary -8-