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HomeMy WebLinkAbout2008-06-12 - Board of Directors Meeting Minutes2008-93 MINUTES OF THE YORBA LINDA WATER DISTRICT BOARD OF DIRECTORS REGULAR MEETING June 12, 2008 The June 12, 2008 regular meeting of the Yorba Linda Water District Board of Directors was called to order by President Summerfield at 8:34 a.m. The meeting was held at the District's offices at 1717 E. Miraloma Avenue, Placentia, CA. DIRECTORS PRESENT AT ROLL CALL John W. Summerfield, President William R. Mills Paul R. Armstrong Michael J. Beverage Richard P. Collett STAFF PRESENT Michael A. Payne, General Manager Kenneth R. Vecchiarelli, Asst. G.M. Diane Cyganik, Finance Director Lee Cory, Operations Manager Gina Knight, HR Manager Pat Grady, IT Director Amelia Cloonan, Personnel Technician Stacy Bavol, Customer Service Supervisor Sandi Van Etten, Senior Accountant Miguel Serna, HR Analyst Jill Weber, Engineering Secretary Carrie Bogdanoff, Admin Temp Hank Samaripa, Project Engineer INTRODUCTION OF VISITORS AND PUBLIC COMMENTS Brett Barbre, MWDOC Director Chris Kelso, YMCA Representative Phil Starling & Mike Strauss, Starling Productions Julie McWhorter, Executive Secretary candidate SPECIAL RECOGNITION None CONSENT CALENDAR (Items 1 through 5) On a motion by Vice President Mills, seconded by Director Collett, the Board of Directors voted 5-0 to approve the Consent Calendar. Minutes of the Regular Board of Directors meeting held May 29, 2008. Recommendation: Approve the minutes as presented. 2. Payment of bills, refunds, and wire transfers. Recommendation: Ratify and authorize disbursements in the amount of $1,233,514.08. 2008-94 3. Professional Services Agreement Amendment for Engineering Design - Highland Reservoir Replacement Project. Recommendation: Authorize an amendment to the Professional Services Agreement with Carollo Engineers in the amount of $68,450 for additional engineering design and bidding support services performed during the preparation of final plans, specifications, contract documents, exhibits and for providing additional bid clarification documents for the Highland Reservoir Replacement Project, Job No. 200309. 4. Declaration of Restrictive Covenants with Mr. and Mrs. Paul Weddell, 5441 Robin Lane, Yorba Linda. Recommendation: Authorize the President and Secretary to execute the Declaration of Restrictive Covenants, subject to approval as to form by General Counsel, with Mr. Paul Weddell. 5. Progress Payment No. 1 for the Highland Reservoir Project. Recommendation: Approve Progress Payment No. 1 in the net amount of $97,065.00 to Schuler Engineering Corporation for construction of the Highland Reservoir Replacement Project, Job No. 200309. Cindy Mejia, Assistant Administrator, entered the meeting at 8:36 a.m. Pat Grady, Jill Weber and Carrie Bogdanoff left the meeting at 8:38 a.m. ACTION CALENDAR 6. Customer Service Fees and Developer Fees. Assistant General Manager Vecchiarelli commented on water development fees. Water and sewer development fees particularly were updated. These fees are assessments for the costs of service. New labor and benefits charges were applied. The frontage fee on the water side has not changed. Director Beverage stated this item went before the committee. Customer Service Supervisor Bavol presented the customer service fees. There were recommendations for new fees: $25.00 new account set up fee, GIS conversion fee, charges for copying, faxing, mailing and shipping. Assistant General Manager Vecchiarelli commented on the sewer fees. The frontage fee was updated based on the average of $106 per linear foot of construction. The acreage fee has not been updated. The sewer master plan must be updated first. Unconnected acreage in the District will be assessed for costs. Director Beverage stated all of these fees have been discussed in the Finance-Accounting Committee, and the recommendation is to approve them. General Counsel Kidman commented that these particular kinds of fees are not subject to Prop 218. There was no requirement to do a public notice. -2- 2008-95 On a motion by President Summen`ield, seconded by Director Collett, the Board of Directors on a Roll Call voted 5-0 to adopt Resolution No. 08-04, A Resolution of the Board of Directors of the Yorba Linda Water District Adopting the Water Development and Customer Service Fees and Rescinding Resolution 03-16. On a motion by Director Beverage, seconded by Director Collett, the Board of Directors on a Roll Call voted 5-0 to adopt Resolution No. 08-06, A Resolution of the Board of Directors of the Yorba Linda Water District Adopting Sewer Development Fees and Rescinding Resolution 03-14. Sandi Van Etten and Hank Samaripa left the meeting at 8:45 a.m. 7. Establishing Fats, Oils and Grease Discharge Permit Fees. Operations Manager Cory introduced the item and explained the fees. Inspections are performed by District staff. Vice President Mills asked about mitigation fees for blockages. How is it determined where the blockage is located? Operations Manager Cory responded that this is determined by camera. General Counsel Kidman commented the District needs to document. If someone violated the discharge rules, one of the available options to force compliance is to shut the water off. There was a question about paying fees for mitigation. Fees need to be sufficiently high to incentivize compliance. On a motion by Vice President Mills, seconded by Director Beverage, the Board of Directors on a Roll Call voted 5-0 to establish Fats, Oils and Grease Fees listed in Resolution No. 08-05, A Resolution of the Board of Directors of the Yorba Linda Water District Adopting Fats, Oils and Grease Fees. 8. Consider Customer Telephone Survey. General Manager Payne introduced the item. Two proposals were received. The recommendation is to go with Probolsky Research LLC. The list of questions will be reviewed by the Public Information-Technology Committee and then by the Board of Directors if they so decide. In the past two surveys, the District sought 500 responses. Director Mills said this survey is to understand how our customers see the District and also to find out if the customers understand the drought conditions. MWDOC Director Barbre spoke. He has given General Manager Payne a copy of the OC Water Summit Resident and Stakeholder Water Surveys Final Report. MWDOC is adding as part of their message that this is a court ordered drought. He asked that at least one question should be added to the survey about the court case that has restricted our state water consumption. Vice President Mills asked to see the results of the previous two surveys. General Manager will provide this to the Board members. -3- 2008-96 On a motion by Director Collett, seconded by Director Armstrong, the Board of Directors voted 5-0 to approve and authorize the General Manager to execute a Professional Services Agreement with Probolsky Research LLC in an amount not to exceed $23,700 for Customer Survey Services. Brett Barbre left the meeting at 9:17 a.m. DISCUSSION ITEMS 9. Presentation by Yorba Linda YMCA. Chris Kelso, representing the YMCA, gave a presentation about proposals for cooperating with the District for usage of the reservoirs for recreational purposes. Mr. Kelso spoke about what could be done in the reservoir areas and the impact of construction on the neighborhoods, including parking. He also spoke about possible scenarios for monitoring use of potential sites. Stacy Bavol left the meeting at 9:31 a.m. Vice President Mills wants to discuss the District's obligations at some point. This item should go to one of the committees. Director Collett suggested it be considered by the Executive-Administrative-Organizational Committee. He said teaming up with an organization like the YMCA would give the District a better opportunity for grant funding. A timeline should be developed by staff. Director Armstrong suggested the District would also need legal advice. District staff should prepare a report. General Counsel commented about the fact the District had not in the past exercised the authority to put recreational facilities on reservoirs. LAFCO may become involved. Having the city as a silent partner would be advantageous. Vice President Mills complimented Mr. Kelso on his presentation. It was decided the Executive-Administrative-Organizational Committee would be the starting point for discussion. Julie McWhorter, Miguel Serna, Chris Kelso and Ken Vecchiarelli left the meeting at 9:50 a.m. 10. Governor Schwarzenegger Decision to Issue Drought Declaration. General Manager Payne introduced the item. A press release included in the agenda was issued by the governor's office on June 4. It proclaimed a drought and orders immediate action to address the drought situation. Management Analyst Mejia gave a Powerpoint presentation. On Tuesday, she attended a program at Metropolitan Water District of Orange County regarding the drought plan. Pat Grady rejoined the meeting at 9:56 a.m. Management Analyst Mejia's presentation included an outline of Governor Schwarzenegger's plan for managing the drought, the information contained in the Orange County Grand Jury report regarding conservation, and drought planning by -4- 2008-97 Metropolitan Water District, MWDOC/OCWD and other agencies including the Cities of Long Beach and San Diego. YLWD's Urban Water Management Plan was outlined along with staff recommendations for future action. Actions will or may include: Voluntary Conservation at different levels, a redo of the Urban Water Management Plan, development and implementation of a public information campaign on drought situation, submittal of California Urban Water Conservation Council's BMPs, implementation of "conservation pricing" including a tiered rate and allocations and penalties. Vice President Mills questioned whether the District had any grant proposals in at this time. General Counsel Kidman stated the District's Urban Water Management Plan needs to pass. There were questions about consumption and how to determine consumption levels. Director Collett asked if the Board could at least today ask for voluntary 10% conservation then go back to look at everything. General Counsel Kidman stated that this involved changing water pricing again and would require Prop 218 notification. General Manager Payne said the 10% voluntary conservation would come to the next Board meeting. A recess was declared at 10:30 a.m. The Board of Directors reconvened in open session at 10:41 a.m. REPORTS, INFORMATION ITEMS AND COMMENTS 11. a. President's Report President Summerfield queried the late receipt of his Board book. He stated that OCWD had their 75th anniversary event today, June 12, and the District received notification on May 30. His mail was received too late to act on the invitation. b. Directors Reports Vice President Mills reported Virginia Grebbien is now with Parsons. Director Collett wants an update on where the District is with OCWD. Director Armstrong requested a new telephone list and the laminated wallet card. General Manager Payne said we will deal with restaurant table conservation message "tents" internally. c. General Managers Report 1) Form 460/470 Campaign Statements filing is due by July 24. 2) IT Director Grady said the department is in the final phase of moving the Production room and SCADA room into the Administration building. They are in the process of converting the SCADA system to the new system. 3) Assistant General Manager Vecchiarelli reported on the Zone 4 pipeline tie-in, which is complete. -5- d. General Counsels Report There was no report. COMMITTEE REPORTS 12. a. Executive-Administrative-Organizational Committee (Summerfield/Mills) Alternate: Collett 1) Minutes of meeting held May 28 were previously reported. 2008) Meeting scheduled for June 17, 4:00 p.m. Director Collett will substitute for Vice President Mills. b. Finance-Accounting Committee (Beverage/Summerfield) Alternate: Mills 2008-98 1) Minutes of meeting held June 10, will appear in the Board agenda for June 26. President Summerfield stated Director Beverage will remain as the Chairman of the Committee. 2) Meeting scheduled for July 8, 4:00 p.m. c. Personnel-Risk Management Committee (Armstrong/Collett) Alternate: Summerfield 1) Minutes of meeting held June 9, will appear in the Board agenda for June 26. 2) Meeting scheduled for July 14, 4:00 p.m. d. Planning-Engineering-Operations Committee (Mills/Armstrong) Alternate: Beverage 1) Minutes of meeting held June 5. Vice President Mills reported. The Committee discussed the status of the preventive maintenance program, the meter replacement and radio read retrofit project, monthly water production and purchased imports through May 2008, monthly MWDOC Managers Meeting summary report, Draft Irrigation Feasability study, action items from the Orange County Grand Jury Report, Cielo Vista Project Technical Memorandum 1 Conceptual Plan, status report on capital improvement projects in progress. Action items included a professional services agreement for the Highland Reservoir Replacement Project, Job No. 200309 and consideration of soliciting proposals for well siting, drilling and testing of groundwater replacement Wells 20 & 21, Job No. 200711. -6- 2008-99 2) Meeting scheduled for July 3, 4:00 p.m. e. Public Information-Technology Committee (Collett/Beverage) Alternate: Armstrong 1) Minutes of meeting held May 28 and June 3 were reported on by Director Collett. The Committee discussed printing. Decisions must be made, because new letterhead and signage must be ready for the dedication. Director Armstrong asked that the word "remittance" be changed to "mailing". He suggested the water feature be limited to the printed area of the business card. Vice President Mills would prefer to eliminate the water feature on the business card and enlarge the printing on the card to make it more legible. President Summerfield thinks the water feature look fine on the business card. He thought the word "independent" does not send the right message to the public. Director Armstrong does not want the tagline at all. Director Collett polled the Directors for their preference of having the water feature appear on the business cards but not on the trucks, stationery or signage. The vote was 4-1, with Director Armstrong not in favor. Vice President Mills moved the tagline. President Summerfield asked that the tagline read "Reliable and trusted for more than 100 years". The vote was 5-0. The word "remittance" will be changed to "mailing". Director Collett reported on the continuing work for the building dedication to be held July 16 at 4:00 p.m. The Committee is looking at gifts. The lobby kiosk is being produced. 2) Minutes of meeting held June 11, will appear in the Board agenda for June 26. 3) Meeting scheduled for June 25, 4:00 p.m. Cindy Mejia left the meeting at 11:25 a.m. f. MWDOC Ad Hoc Committee (Mills/Beverage) Alternate: Collett Director Beverage requested he be removed from the MWDOC Ad Hoc Committee. President Summerfield will replace Director Beverage. Director Collett will substitute for Vice President Mills for the meeting on June 24. -7- 1) Meeting scheduled for June 24, 4:00 p.m. g. City of Placentia Ad Hoc Committee (Beverage/Payne) 1) Meeting scheduled for June 16, 9:00 a.m. 2008-100 INTERGOVERNMENTAL MEETINGS 13. a. ISDOC Quarterly Meeting, May 29 (Payne/Kidman) General Manager Payne attended. There were four speakers. General Counsel Kidman was on the panel and spoke about the budget. Arlene Shaffer was elected LAFCO representative for ISDOC. General Counsel Kidman spoke. He presented the results of the legal research done on YLWD's instigation. The legislature is at an impass regarding new taxes and the budget. There still may be an effort to make another raid on independent special districts. c. Yorba Linda City Council, June 3 No one attended. d. MWDOC/Met Joint Workshop, June 4 General Manager Payne reported the interim agricultural program was discussed as was AB885 Calderon dealing with MWD's alternate representation. e. OCWD Board, June 4 General Manager Payne reported the Santa Ana Watershed Project budget was adopted. f. Yorba Linda Planning Commission, June 11 No one attended. BOARD OF DIRECTORS ACTIVITY CALENDAR Authorization to attend meetings scheduled after June 12, 2008. Agenda is available in the District office prior to meeting. June 2008 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 Public Information Committee, June 18, 9:00 a.m. CoIlett/Beverage Yorba Linda Planning Commission, June 25, 7:00 .m. Summerfield District Board Meeting, June 26, 8:30 a.m. -8- 2008-101 Julv 2008 Public Information Committee, Jul 1, 4:00 .m. Collett/Beverage Yorba Linda City Council, Jul 1, 6:30 .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 .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 YLWD Administration Building Dedication, Jul 16 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 14. 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. 2008 Annual Colorado River Water Users Association - "Power of Water" December 15-17 2008. The Board of Directors adjourned to Closed Session at 11:41 a.m. All Directors were present. Also present were General Manager Payne and General Counsel Kidman. ADJOURN TO CLOSED SESSION 15. Public Employee Performance Evaluation [Government Code Section 54957] Title: General Manager. CLOSED SESSION REPORT There was no closed session report. ADJOURNMENT On a motion by President Summerfield, seconded by Vice President Mills, the Board of Directors voted 5-0 at 11:43 a.m. to adjourn to a regular meeting of the Board of Directors scheduled for June 26, 2008, at 8:30 a.m., at 1717 E. Miraloma Avenue, Placentia 92870. _ Michael A. Payne Secretary -9- 2008-102