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HomeMy WebLinkAbout2008-07-24 - Board of Directors Meeting Minutes2008-119 MINUTES OF THE YORBA LINDA WATER DISTRICT BOARD OF DIRECTORS REGULAR MEETING July 24, 2008 The July 24, 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, CA. DIRECTORS PRESENT AT ROLL CALL John W. Summerfield, President William R. Mills, Vice President Paul R. Armstrong Michael J. Beverage Ric Collett STAFF PRESENT Michael A. Payne, General Manager Kenneth R. Vecchiarelli, Asst. G.M. Lee Cory, Operations Manager Pat Grady, IT Director Diane Cyganik, Finance Director Gina Knight, HR Manager Amelia Cloonan, Personnel Tech INTRODUCTION OF VISITORS AND PUBLIC COMMENTS Brett Barbre, MWDOC Director SPECIAL RECOGNITION None CONSENT CALENDAR (Items 1 through 3) On a motion by Director Beverage, seconded by Director Collett, the Board of Directors voted 5-0 to approve the Consent Calendar, with Director Collett abstaining from voting on Check No. 49388 of Item 2. 1. Minutes of the Regular Board of Directors meeting held July 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 $2,015,265.61. 3. Progress Payment No. 14 for the Lakeview Reservoir Construction. Recommendation: That the Board of Directors approve Progress Payment No. 14 in net amount of $440,398.30 to SSC Construction, Inc. for construction of the Lakeview Reservoir Project, Job No. 100704. ACTION CALENDAR 4. Sewer Maintenance Charges for Locke Ranch and Areas Outside the District. Finance Director Cyganik presented the report stating there are no changes to the rates. 2008-120 On a motion by Vice President Mills, seconded by Director Collett, the Board of Directors on a Roll Call voted 5-0 to adopt Resolution No. 08-09 electing to have the current Sewer Maintenance Charges collected on the Fiscal Year 2008-09 Tax Roll and Rescinding Resolution 07-14. DISCUSSION ITEMS 5. None REPORTS, INFORMATION ITEMS AND COMMENTS 6. a. President's Report President Summerfield mentioned that the word "Independent" appeared in the branding of the District's press release and several other places. The Board of Directors voted not to use the word "Independent" in the District's branding. General Manager Payne stated he would follow up with Laer Pearce whose staff prepared the press release. b. Directors Reports Director Beverage stated that at a previous Board meeting he brought up the suggestion that the Board should wait until minutes of committee meetings are actually in the Board agenda to report on the meetings. He finds this to now be a problem. There was discussion about how and when to present the committee minutes: hand out both a committee agenda and the minutes at the Board meetings or put a synopsis in the Board agenda. It was agreed staff would look at possible solutions, take these to the Executive-Administrative- Organizational Committee and then for discussion and decision by the Board. President Summerfield asked that committee agendas and minutes be available at the next Board meeting. Director Collett reported that he and President Summerfield attended MWDOC's Water Policy Forum. The topic presented was Southern California's Water Future: The Realities We Face in an Era of Drought, Regulatory Cutbacks and Potential Water Supply Allocations. Brian Thomas and Jeffrey Kightlinger of Metropolitan Water District of Southern California were the speakers. Director Armstrong was contacted by the Fullerton Arboretum with the request for a possible sponsorship of another part of the arboretum. The District is also being asked by the Veteran's Memorial group for a free construction meter and free water for the construction. c. General Managers Report Report on Administration Building Dedication, July 16. General Manager Payne stated that with a few glitches the dedication went off very well. There was a lot of representation from other agencies and a lot of positive feedback was received in the form of thank you letters and notes. Over 100 people attended. Director Beverage said there were some communication gaps wherein the information did not pass from the PIT Committee on through to the person who should have received it. -2- 2008-121 The Board members did not receive invitations to the dedication. The Board members need to be informed about issues that occur to that they can discuss them in an informed manner out in the public venue. General Manager Payne commented District staff is working with MWDOC for grants for Prop 50. The deadline was this week. Seven to eight other agencies put in requests for grants. The results will be announced at the end of July. The District submitted an individual grant request for smart controllers was submitted. Assistant General Manager Vecchiarelli made a presentation to the Sunrise Rotary Club about developments at the District and on-going projects. Members of the South Coast Water District Board and its General Manager visited the District to view the new Administration building. The Jurupa Community Services District will also visit. The Carver Guides are available in the Board Closed Session Room for the use of the Directors. General Manager Payne reported a meeting is scheduled for next week with the City of Yorba Linda to discuss landscaping water. General Manager Payne met with Troy Butslaff, City of Placentia City Administrator, about the Golden State issue, landscaping and the sharing of services. General Manager Payne reported about the Hidden Hills area. Letters went out to homeowners to let them know the District is working on the problem affecting about a dozen homes. Questions were asked about information transmittal to Board members regarding day-to-day issues. The Board members wish to be aware of issues on which District customers might approach them for information. General Manager Payne agreed. Operations Manager Cory reported on an incident below the Plumosa office, which impacted the Yorba Linda Library and the elder care facility in addition to the neighborhood. The situation occurred when equipment blew out valves dating from the 1930's. Assistant General Manager Vecchiarelli stated the District crews reacted quickly and well. Temporary above grade lines were set up. Bottled water was distributed to those affected. Several calls were received thanking staff for their courtesy and quick response. COMMITTEE REPORTS 7.a. Executive-Administrative-Organizational Committee (SummerField/Mills) Alternate: Collett 1) Minutes of meeting held July 15. General Manager Payne reported on the updated information provided to the state for the 2005 Urban Water Management Plan. The Committee discussed the Form 700 filings. General Manager Payne reviewed a letter -3- 2008-122 received from the OC Grand Jury. A grant application on which MWDOC is taking the lead was discussed. Reports were given on the prevailing wage rates, legislative issues and grant applications. Vice President Mills suggested the District should start with water conservation now so time is not lost. He thought a newspaper article talking about conservation would be appropriate. Director Beverage spoke about the PIT Committee discussions. Assistant General Manager Vecchiarelli said some of the foundation has already been laid. He, Management Analyst Mejia and Ben Boyce of Laer Pearce met with Erin Welch of the OC Register. She was given a tour and an outline of where the District is headed. Assistant General Manager Vecchiarelli stated we are starting to develop good working relationships. MWDOC Director Barbre mentioned that Terry Sforza at the OC Register has a new blog, the OC Watchdog. It would be good to contact her. 2) The meeting scheduled for August 19 will be held on August 13 at 4:00 p.m. b. Finance-Accounting Committee (Beverage/Summerfield) Alternate: Mills 1) Minutes of meeting held July 8. May 2008 Financial Statements were reviewed. Representatives from Diehl Evans & Company LLP gave a presentation regarding the audit. The Investment Report for month ending May 31, 2008 was discussed. A status report on Wells Capital portfolio investments as of May 31, 2008 was presented. There was some discussion about funds in which the District participates. General Manager Payne stated the District is still within its risk assessment. 2) Meeting scheduled for August 12, 4:00 p.m. c. Personnel-Risk Management Committee (Armstrong/Collett) Alternate: Summerfield 1) Minutes of meeting held July 14. There was discussion about retiree health coverage benefits for Board members. AB 1771 prevents elected officials, who were elected post January 1, 1995 from receiving paid health insurance benefits as retirees, unless they pay for the benefits themselves. ACWA does not allow Directors elected post 1995 to pay for this option. ACWA's 2008 workers compensation program renewal effective July 1, 2008 was presented. The status of the District's recruitments and personnel on Administrative Leave was also presented. 2) Meeting scheduled for August 11, 4:00 p.m. -4- 2008-123 d. Planning-Engineering-Operations Committee (Mills/Armstrong) Alternate: Beverage 1) Minutes of the meeting held July 3. Status reports on the Preventative Maintenance Program and the Meter Replacement and Radio Read Retrofit Project were presented. A report was given on the Monthly Water Production and Purchased Imports through May 2008. Assistant General Manager Vecchiarelli reported on his attendance at the monthly MWDOC Managers meeting. A report was presented on progress of the Highland Reservoir Replacement Project and proposals for two new groundwater production well sites. Change Order No. 3 with SSC Construction Inc. for the Lakeview Reservoir Project was discussed. 2) Meeting scheduled for August 7, 4:00 p.m. Gina Knight and Brett Barbre left the meeting at 9:55 a.m. e. Public Information-Technology Committee (Col I ett/Beve rage) Alternate: Armstrong 1) Minutes of meeting held July 17 will appear in the Board agenda for August 14. Director Collett commented that almost everything discussed at the meeting had already been covered in the Board meeting. The Board needs to discuss the next step beyond the voluntary 10% water conservation by customers. A discussion was held. Director Beverage said the District is planning a campaign for conservation, which should start the middle of August with advertisements. 2) Meeting scheduled for July 30, 4:00 p.m. 3) Meeting scheduled for August 5, 4:00 p.m. f. MWDOC Ad Hoc Committee (Mills/Collett) Alternate: Summen`ield 1) Meeting scheduled for August 26, 4:00 p.m. g. City of Placentia Ad Hoc Committee (Beverage/Payne) 1) Minutes of meeting held June 16. Governor Schwarzenegger's Press Release regarding the drought was discussed. The 10% voluntary reduction in water use adopted by the District's Board and water conservation applications available were also discussed. An update was presented on the OCWD Annexation of District lands. District projects, City of Placentia issues and projects and the YLWD Administration building dedication were also discussed. -5- 2008-124 2) Meeting to be scheduled. INTERGOVERNMENTAL MEETINGS 8. a. MWDOC Board, July 16 No one attended. The District Administration building dedication was held on the 16tH b. OCWD Board, July 16 No one attended. c. Yorba Linda Planning Commission, July 23 General Manager Payne attended. There is a tennis court that may conflict with one of the District's easements. The city is updating their housing element, a state requirement. The Plumosa property is now included. A report will go to the Executive-Administrative-Organizational Committee. BOARD OF DIRECTORS ACTIVITY CALENDAR Authorization to attend meetings scheduled after July 24, 2008. Agenda is available in the District office prior to meeting. August 2008 Public Information Committee, August 5, 4:00 .m. Collett/Beverage Yorba Linda City Council, August 5, 6:30 .m. Mills MWDOC/MWD Joint Workshop, August 6, 7:30 a.m. Staff OCWD Board, August 6, 5:00 .m. Staff Planning-Engineering-Operations Committee, Aug 7, 4:00 p.m. Mills/Armstrong Personnel-Risk Management Committee, August 11, 4:00 p.m. Armstrong/Collett Finance-Accounting Committee, August 12, 4:00 p.m. Beverage/Summerfield Yorba Linda Planning Commission, August 13, 7:00 p.m. Summerfield District Board Meeting, August 14, 8:30 a.m. Executive-Admin-Organizational Committee, Aug 19, 4:00 p.m. Summerfield/Mills Yorba Linda City Council, August 19, 6:30 .m. Armstrong MWDOC Board, August 20, 7:30 a.m. Staff OCWD Board, August 20, 5:00 .m. Staff MWDOC Ad Hoc Committee, August 26, 4:00 p.m. Mills/Collett Yorba Linda Planning Commission, August 27, 7:00 .m. Collett District Board Meeting, August 28, 8:30 a.m. September 2008 Public Information Committee, Sept 2, 4:00 .m. Collett/Beverage Yorba Linda City Council, Sept 2, 6:30 .m. Mills MWDOC/MWD Joint Workshop, Sept 3, 7:30 a.m. Staff OCWD Board, Sept 3, 5:00 .m. Staff Plan nin -En ineerin -O erations Committee, Sept 4, 4:00 .m. Mills/Armstrong Personnel-Risk Management Committee, Sept 8, 4:00 .m. Summerfield /Collett Finance-Accounting Committee, Sept 9, 4:00 .m. Bevera a/Summerfield Yorba Linda Planning Commission, Set 10, 7:00 .m. Collett District Board Meeting, Set 11, 8:30 a.m. -6- 2008-125 Executive-Admin-Or anizational Committee, Set 16, 4:00 .m. Summerfield/Mills Yorba Linda City Council, Sept 16, 6:30 .m. Collett MWDOC Board, Set 17, 7:30 a.m. Staff OCWD Board, Set 17, 5:00 .m. Staff Yorba Linda Planning Commission, Sept 24, 7:00 .m. Summerfield District Board Meeting, Sept 25, 8:30 a.m. CONFERENCES AND SEMINARS 9. 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 10:11 a.m. The Board of Directors reconvened in Closed Session at 10:18 a.m. All Directors were present. Also present were General Manager Payne and Assistant General Manager Vecchiarelli. ADJOURN TO CLOSED SESSION 10. Public Employee Performance Evaluation [Government Code Section 54957] Title: General Manager. CLOSED SESSION REPORT There were no reportable items from the Closed Session. The Board of Directors reconvened in open session at 11:08 a.m. On a motion by Director Beverage, seconded by President Summerfield, the Board of Directors voted to adjourn at 11:08 a.m. to a regular meeting of the Board of Directors scheduled for August 14, 2008, at 8:30 a.m., at 1717 E. Miraloma Avenue, Placentia 92870. Michael A. Payne, Sectary -7- 2008-126