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Home My WebLink About2008-05-29 - Board of Directors Meeting Minutes2008-87 MINUTES OF THE YORBA LINDA WATER DISTRICT BOARD OF DIRECTORS REGULAR MEETING May 29, 2008 The May 29, 2008 regular meeting of the Yorba Linda Water District Board of Directors was called to order by President Summerfield at 8:30 a.m. The meeting was held at the District's offices at 1717 E. Miraloma Avenue, Placentia. DIRECTORS PRESENT AT ROLL CALL John W. Summerfield, President Paul R. Armstrong Michael J. Beverage Richard P. Collett DIRECTORS ABSENT AT ROLL CALL William R. Mills STAFF PRESENT Michael A. Payne, General Manager Arthur G. Kidman, General Counsel Kenneth R. Vecchiarelli, Asst. G.M. Pat Grady, IT Director Lee Cory, Operations Manager Amelia Cloonan, Personnel Technician Cindy Mejia, Assistant Administrator Ken Mendum, Water Maintenance Superintendent Jorge Lopez, Maintenance Worker I Cody Nottingham, Maintenance Worker I Matt Ostiz, Maintenance Worker I INTRODUCTION OF VISITORS AND PUBLIC COMMENTS Andy Sells, Chief Financial and Operations Officer, ACWA/JPIA SPECIAL RECOGNITION Water Maintenance Superintendent Mendum Introduced Jorge Lopez, Cody Nottingham and Matt Ostiz, newly hired Maintenance Worker I's. Ken Mendum, Jorge Lopez, Cody Nottingham and Matt Ostiz left the meeting at 8:33 a.m. CONSENT CALENDAR (Items 1 through 4) On a motion by Director Collett, seconded by Director Armstrong, the Board of Directors voted 4-0 to approve the Consent Calendar, with Director Collett abstaining from voting on Check No. 49009, Item 2. Minutes of the Regular Board of Directors meeting held May 15, 2008. Recommendation: Approve the minutes as presented. 2. Payment of bills, refunds, and wire transfers. Recommendation: Ratify and authorize disbursements in the amount of $1,718,796.66. 2008-88 3. Progress Payment No. 12 for the Lakeview Reservoir Construction Project. Recommendation: Approve Progress Payment No. 12 in the net amount of $170,478.45 to SSC Construction, Inc. for construction of the Lakeview Reservoir Project, Job No. 200704. 4. Investment Report for Quarter Ending March 31, 2008. Recommendation: That the Board of Directors receive and file the investment report for the quarter ending March 31, 2008. ACTION CALENDAR 5. Proposal for AudioNisual Equipment and Installation for Administration Facility. IT Director Grady presented the item. Staff met with four companies that provide the type of service required. Staff recommends Spinitar, the second lowest bidder. The lowest bidder quoted some discontinued equipment. Completion is anticipated in 45 days. The item went to the Public Information-Technology Committee. President Summerfield complimented IT Director Grady and his staff on the great work put into this item. On a motion by Director Armstrong, seconded by Director Beverage, the Board of Directors voted 4-0 to accept the proposal from Spinitar at a cost of $101,807.61 to complete the audio/visual component in the Board Room and authorize the General Manager to execute a Professional Services Agreement with same. 6. Election Information for the November 4, 2008 General Election. General Manager Payment introduced the item, which came before the Executive-Administrative- Organizational Committee on May 28. The committee supports staff's recommendation. On a motion by Director Beverage, seconded by Director Collett, the Board of Directors voted 4-0 to authorize the Secretary/General Manager to file the Transmittal of Election Information form with the following information: a) Two Directors to be elected at large for the terms currently filled by Michael J. Beverage and Richard P. Collett; b) that the candidates statement of qualifications will be a maximum of 200 words and c) the District will not pay for the candidate's statements. DISCUSSION ITEMS 7. Presentation by Andy Sells, Chief Financial and Operations Officer, ACWA/JPIA, regarding programs and benefits as they apply to the Yorba Linda Water District. Chief Financial Officer Andy Sells of ACWA/JPIA stated he came to the District to present information about what is going on with ACWA/JPIA and how YLWD is involved. During the presentation, questions were asked and answered. -2- 2008-89 An outline of the presentation included: • Historical Perspective • JPIAs are subject to contract law, are not regulated by Department of Insurance and are controlled by members • JPAs cost 10-30% less • ACWA/JPIA was formed in 1979 by 83 ACWA members. It offers Pooled Programs for Liability, Property & Workers' Compensation • YLWD joined the Liability Program in 1980, the Property Program in 1983 and the Workers' Comp program in 2001. • JPIA offers: stability, risk management consultations, property appraisals, training classes and professional development, video lending library, Occu-Med pre-employment physicals and fit-for duty exams, risk transfer consultations, personnel policy and handbook reviews • JPIA provides broader coverages, tailored to fit water districts. President Summerfield thanked Mr. Sells for his presentation. Mr. Sells left the meeting at 9:45 a.m. A recess was declared at 9:45 a.m. The Board of Directors reconvened in open session at 9:57 a.m. All Directors were present. REPORTS, INFORMATION ITEMS AND COMMENTS 8. a. President's Report There was no report. b. Directors Reports There was no report. c. General Managers Report General Manager Payne reported the today at 11:30 a.m. Arlene Shafer is LAFCO election for special districts. ISDOC quarterly meeting was being held the only candidate on the ballot for the Phil Starling will be here at the next Board meeting to do some video taping. COMMITTEE REPORTS 9. a. Executive-Administrative-Organizational Committee (Summerfield/Mills) Alternate: Collett 1) Meeting held May 28. President Summerfield reported the Board election, the LAFCO that discussions at representative, the the meeting included District's ethics policy and a request by the YMCA to use the reservoir tops for recreational purposes. The Director of the YMCA will be asked to make a presentation to the Board. The committee also looked at the Directors' and General Manager's quarterly fees and expenses, the Grand Jury's report on Orange County's potential water crisis and education of the public, water rate restructuring, disposition of the Plumosa property and performing a -3- 2008-90 customer survey. The committee reviewed the reports by Sacramento Advocates and Townsend Public Affairs. 2) Meeting scheduled for June 17, 4:00 p.m. b. Finance-Accounting Committee (Beverage/SummerField) Alternate: Mills 1) Minutes of meeting held May 13. The Committee discussed adjustments to the Customer Service, Developer and FOG fees. Discussion items included: a review of the Investment Report ending March 31, 2008, the cash-out audit for the General Manager and the District's Purchasing Policy. 2) Meeting scheduled for June 10, 4:00 p.m. c. Personnel-Risk Management Committee (Armstrong/Collett) Alternate: Summerfield 1) Minutes of meeting held May 12. Director Collett reported. Discussion items included: comments from the Management staff regarding revisions to the Personnel Rules, status of the District's current recruitments and new hires and status of personnel on Administrative leave. General Manager Payne gave an update on his attendance at the ACWA/JPIA conference. 2) Meeting scheduled for June 9, 4:00 p.m. d. Planning-Engineering-Operations Committee (Mills/Armstrong) Alternate: Beverage 1) Meeting scheduled for June 5, 4:00 p.m. e. Public Information-Technology Committee (Collett/Beverage) Alternate: Armstrong 1) Minutes of meeting held May 20. Director Collett reported. Discussion items included: District branding, District letterhead, signage, video update, building dedication update and lobby wall general update. There was a general IT update, which included the results of inquiries about the telephone answering service. A video clip of one of the companies under consideration for District fleet GPS tracking services was presented. Discussion also included a standard IT policy that was implemented, the launch of the District's website, status of SCADA conversion and highlights from the Interop Information Technology conference. 2) Meeting scheduled for June 3, 4:00 p.m. -4- 2008-91 f. Building Ad Hoc Committee (Beverage/Summerfield) Alternate: Armstrong 1) Minutes of meeting held May 22. The final costs for the Administration building were reviewed. The audio- visual system and equipment for the Board room were discussed, and the Committee will recommend approval by the Board of Directors. The Building Ad Hoc Committee was discontinued. g. MWDOC Ad Hoc Committee (Mills/Beverage) Alternate: Collett 1) Meeting scheduled for June 24, 4:00 p.m. h. City of Placentia Ad Hoc Committee (Beverage/Payne) 1) Meeting scheduled for 1717 E. Miraloma Ave., June 16, 9:00 a.m. INTERGOVERNMENTAL MEETINGS 10. a. Yorba Linda City Council, May 20. Director Armstrong reported on the status of the Veterans' Memorial Association. $150,000 has been raised. b. MWDOC Board, May 21. General Manager Payne reported MWDOC has gone on record as opposing fees on LAFCO MWDOC governance. C. OCWD Board, May 21. There was nothing to report. d. Yorba Linda Planning Commission, May 28. No one attended. BOARD OF DIRECTORS ACTIVITY CALENDAR 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 Personnel-Risk Management Committee, June 9, 4:00 .m. Armstrong/Collett Finance-Accounting Committee, June 10, 4:00 .m. Bevera a/Summerfield Public Information Committee, June 11, 9:00 a.m. Collett/Beverage 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 -5- 2008-92 OCWD Board, June 18, 5:00 .m. Staff Public Information Committee, June 18, 9:00 a.m. Collett/Beverage Yorba Linda Planning Commission, June 25, 7:00 .m. Summerfield District Board Meeting, June 26, 8:30 a.m. Jul 2008 Public Information Committee, Jul 1, 4:00 .m. Collett/Beverage Yorba Linda City Council, Jul 1, 6:30 p.m. Mills MWDOC/MWD Joint Workshop, Jul 2, 8:30 a.m. Staff OCWD Board, Jul 2, 5:00 .m. Staff Planning-Engineering-Operations Committee, Jul 3, 4:00 .m. Mills/Armstrong Finance-Accounting Committee, Jul 8, 4:00 .m. Bevera a/Summerfield Yorba Linda Planning Commission, Jul 9, 7:00 .m. Collett District Board Meeting, Jul 10, 8:30 a.m. Personnel-Risk Management Committee, Jul 14, 4:00 p.m. Armstrong/Collett Executive-Admin-Or anizational Committee, Jul 15, 4:00 .m. Summerfield/Mills Yorba Linda City Council, Jul 15, 6:30 .m. Armstrong MWDOC Board, Jul 16, 8:30 a.m. Staff OCWD Board, Jul 16, 5:00 .m. Staff Yorba Linda Planning Commission, Jul 23, 7:00 .m. Summerfield District Board Meeting, Jul 24, 8:30 a.m. CONFERENCES AND SEMINARS 11. 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. ACWA Fall Conference & Exhibition, December 2-5, 2008, Long Beach Convention & Entertainment Center. General Manager Payne encouraged the members of the Personnel-Risk Management Committee to attend the JPIA conference. No Closed Session was held. ADJOURN TO CLOSED SESSION 12. Public Employee Performance Evaluation [Government Code Section 54957] Title: General Manager. ADJOURNMENT On a motion by Director Beverage, seconded by Director Collett, the Board of Directors voted 4-0 at 10:29 a.m. to adjourn to a regular meeting of the Board of Directors scheduled for June 12, 2008, at 8:30 a.m., at 1717 E. Miraloma Avenue, Placentia 92870. Michael A. Payne General Manager -6-