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HomeMy WebLinkAbout2007-02-08 - Board of Directors Meeting Minutes2007-17 MINUTES OF THE YORBA LINDA WATER DISTRICT BOARD OF DIRECTORS REGULAR MEETING February 8, 2007 The February 8, 2007 regular meeting of the Yorba Linda Water District Board of Directors was called to order by President Ric Collett at 8:30 a.m. The meeting was held at District Headquarters, 4622 Plumosa Drive, Yorba Linda. DIRECTORS PRESENT AT ROLL CALL Ric Collett, President John W. Summerfield, Vice President Paul R. Armstrong Michael J. Beverage William R. Mills STAFF PRESENT Michael A. Payne, General Manager Dan Payne, General Counsel Kenneth R. Vecchiarelli, Asst. G.M. Michael Robinson, Assistant Administrator Scott Moulton, Sr. Project Engineer Amelia Cloonan, Exec Secretary INTRODUCTION OF VISITORS AND PUBLIC COMMENTS Jan Wagner, President, Placentia Yorba Linda Unified School District Dennis Smith, Superintendent, PYLUSD Michael Bailey, Director of Facilities, PYLUSD Rick Guaderama, Asst. Director of Facilities, PYLUSD Doug Domene, Director of Executive Services, PYLUSD Jim Winder, Mayor Pro Tem, City of Yorba Linda SPECIAL RECOGNITION None CONSENT CALENDAR (Items 1 through 6) On a motion by Director Armstrong, seconded by Director Mills, the Board of Directors voted 5-0 to approve the Consent Calendar. Minutes of the Regular Board of Directors meeting held January 25, 2007. Recommendation: Approve the minutes as presented. 2. Payment of bills, refunds, and wire transfers. Recommendation: Ratify and authorize disbursements in the amount of $2,132,079,41. 3. Consider liability claim filed by Evangelina Navarro Recommendation: That the Board reject and refer the claim to ACWA/JPIA 4. Consider liability claim filed by Eber Angel Gomez Recommendation: That the Board reject and refer the claim to ACWA/JPIA. -1- 2007-18 5. Consider liability claim filed by Leobardo Sanchez Recommendation: That the Board reject and refer the claim to ACWA/JP/A 6. Construction of the Lakeview Booster Pump Station. Recommendation: That the Board of Directors approve Progress Payment No. 9 in the net amount of $135594.90, and change Order No. 1 in the amount of $66,340.95 to Schuler Engineering Corporation for construction of the Lakeview Booster Station, Job No. 200505. ACTION CALENDAR Director Beverage declared a financial interest in connection with Item 8 and excused himself from the meeting during discussion of this item. 8. Consider approval of a grant deed to Upper K. Shapell for 0.056 acres of property adjacent to the Springview Reservoir and located within Tract 16758, in exchange for 0.067 acres in Tract 16766. Assistant General Manager Vecchiarelli presented the report and gave an overview. On a motion by Director Armstrong, seconded by Director Mills, the Board of Directors voted 4-0, with Director Beverage not present, to authorize the President and Secretary to execute the attached grant deed. Director Beverage rejoined the meeting at the conclusion of discussion and voting on this item. DISCUSSION ITEMS 10. Report on the Terms and Conditions for the Placentia Yorba Linda Unified School District Annexation - High School property Assistant General Manager Vecchiarelli presented the report. A plan of the layout of the proposed high school was used for illustration purposes. There were originally 118 lots on the plan when Shapell master planned the area in 2003. Tetra Tech prepared the master plan reports. The 1978 Water Facilities Plan was developed when the District was half its present size. That plan has been used by the District to master plan ID No. 1 and No. 2, the Pulte development and the Shell development. Assistant General Manager Vecchiarelli had presented outline points to the members of the Board and to the Placentia Yorba Linda Unified School District representatives. Shapell agreed to build the reservoir, but it was one million gallons short if the high school was built. The school district came to the District in 2005. They were given two copies of the master plan. The school district's engineer came up with a substantially different amount of water needed for the school than the District's engineer, Tetra Tech. The question has been asked why there is such a big difference (930,000 gallons). The change since 1978 is the amount of storage being built. MWD recommends seven days storage be available, and the District's Board has adopted that number of days. -2- 2007-19 Assistant General Manager Vecchiarelli went over the spreadsheets he had distributed. Shapell has already built infrastructure to supply water to 117 homes and one lot "E". The District does not want to have the same agreement with the school district as it had with the college district. Their agreement stated the District could shut them off whenever it needed to do so, because they had not bought into the infrastructure. In the 1978 Master Plan, green areas use 4 acre feet of water per year. Adam Townsend, Reporter for the Yorba Linda Star, The Placentia Times, and Orange County Register entered the meeting at 9:04 a.m. General Manager Payne stated there are six to seven key elements the District is asking for. The entire property is now owned by PYLUSD. If a developer were to come in to develop the property, they would be charged an annexation fee. The school district is not being charged the annexation fee. The Yorba Linda Water District needs to buy into the Allen-McCulloch pipeline to provide water to the school district. The pipeline is owned by MWD. $67,000 must be spent to buy capacity from MWD. The water must be boosted through the Paso Fino Booster Station. The District is able to serve the school district today, because the district, through agreement with Shapell, has capacity. The District is not delaying this process. Assistant General Manager Vecchiarelli stated about half the water needed is already there. The Orange County Fire Authority has agreed to drop its requirement by 180,000 gallons, which reduces the overall storage shortfall to 750,000 gallons, because the school district has agreed to install sprinklers in its buildings. Rosemary Gladden, Public Information Officer, Placentia Yorba Linda Unified School District entered the meeting at 9:15 a.m. General Manager Payne stated the District had discussed conservation measures with the school district and enlisted outside agencies to assist with information about options. Paying over time by the school district was suggested. The entire school will not be built by 2008. A question was asked about sewerage, and sewer upgrades were explained. Another question was asked about storm drains, which is the City of Yorba Linda's jurisdiction. Mike Bailey, PYLUSD, commented the storm drain was designed initially by Shapell for the housing development and has been sized for that. It is in the final stage of design, and the PYLUSD is collaborating with them. Vice President Summerfield commented on the advertisement appearing today in the newspaper. The school is based on 1750 students, which number he thought could potentially double. -3- 2007-20 Jan Wagner, President of the PYLUSD Board spoke about shared goals. She asked the Board of Directors to look at policy differently than the way staff asked them to look at it. The culture that drives the staff at the District is to look at the proposal as how to insure the greatest capacity and safety the District can afford for its rate payers. She is asking in this case the project be looked at rather as creatively as possible to supply adequate services and reap the best overall benefits to the community. How can we reduce the long-range storage for this school by one half to one third? PYLUSD asks the project be looked at scientifically. Is the report valid? Every dollar spent on infrastructure is not spent on supporting education. She asks the Board to ask staff to look at every way possible to spend less on capital outlays. Dennis Smith, Superintendent, PYLUSD, stated the school district has been engaged in the process with District staff for six to seven months. The school district appreciates the sewer connection Shapell has brought to the property. The school district entered into an agreement with Shapell in 2002. Dr. Smith continued. Paying the fee over time is beneficial to the school district. The YLWD wants to work with PYLUSD to achieve annexation to OCWD. The Orange County Fire Authority sprinkler recommendation reduces costs. PYLUSD asks what flexibility the District has with respect to the Tetra Tech study. The school is being built for a maximum of 1600 students. Director Beverage asked if PYULSD would be willing to freeze the number of students and abide by that number. Dr. Smith responded the study was based on 2000 students, so there will be fewer than planned with 1800 students at the outside. Dr. Smith said they were informed yesterday water would be available to the site if they began construction. Mike Bailey, PYLUSD spoke about conservation. SmarTimers and low flow toilets are expensive to put in up front but save resources in the long term. They still want to explore conservation credits. This is a special project and deserves special consideration. Variable rates are more complex but worth considering with ceilings or thresholds. Ultimately this project is being funded by the State of California, and PYLUSD is going to take advantage of that. They have contacted their consultant in Sacramento who is surprised at the dollar value. PYLUSD will need to come to the State of California with documentation to maximize return from them. The original bond was for $102 million. $17 million of that is for the high school, which monies were used to purchase property. The PYLUSD is looking to the state to come back with half of $56 million needed for the high school. Director Beverage stated he is pleased the PYLUSD has corrected the misinterpretation that the YLWD is responsible for holding up the school opening in 2008. The benefits of spreading out over time the cost to PYLUSD for the reservoir was discussed. Jim Winder left the meeting at 10:23 a.m. -4- 2007-21 Director Mills stated there is room to work out a solution. The Board will ask staff to look at water conservation and ask the school district to look at paying over time and finally to have a joint news release from the meeting. President Collett stated under current circumstances, the District can supply the water. What needs to be addressed is having the capacity to meet demands as the environment and conditions change. MWD has said the District needs seven days of storage capacity to adequately meet the needs of everyone in the community. The District does not want the high school to pay more than its fair share. This Board is committed to making sure everyone's cost is fair. Dr. Smith responded these are the children of homeowners who are paying fees now and being served by the District now. Jan Wagner added the PYLUSD is not looking for a gift of public funds. President Collett stated the Yorba Linda Water District Board commits that it will not be the hold up on the project. General Manager Payne recommends the District continue to put this item on the Board agenda to work towards a resolution. A verbal update can be given at the next Board meeting on February 22. Jan Wagner, Dennis Smith, Mike Bailey, Doug Domene, Rick Guaderama and Scott Moulton left the meeting at 10:37 a.m. The Board of Directors declared a recess. The Board reconvened in open session at 10:49 a.m. Director Armstrong wanted the names of those on the high school coalition. General Manager Payne stated a high school presentation was being held tonight at the Yorba Linda City Council Chambers from 6:00 to 8:00 p.m. He planned to attend. Mike Robinson left the meeting at 10:53 a.m. ACTION ITEM 9. Policy and Procedure for declaring vehicles, equipment and office furniture as surplus. General Manager Payne presented the report. This item was presented in committee. The dollar amount was capped at $24,999. This resolution is presented to the Board so there is no longer a need for declaration of surplus items to go to the committee and the Board. President Collett stated a report needs to go to the Finance Committee to indicate what items were sold. On a motion by Director Mills, seconded by Director Armstrong, the Board of Directors on a Roll Call vote, voted 5-0 to adopt Resolution No. 07-01 amending the policy and procedures for the disposal of surplus vehicles, equipment and office furniture. ADJOURN TO CLOSED SESSION No Closed Session was held. -5- 2007-22 7. Conference with Legal Counsel regarding the threat of litigation to which the District may be a party. (Justification for Closed Session is Government Code Section 54956.9(b)) (one case). REPORTS, INFORMATION ITEMS AND COMMENTS 11. a. President's Report President Collett had nothing to report. b. Directors Reports Director Mills reiterated the need for a joint press release with respect to the high school. c. General Managers Report Next week, Bill Mills, Mike Payne and Ken Vecchiarelli will be in Washington, D.C. regarding Highland Reservoir grants. Virginia Grebbien, OCWD, tendered her resignation effective March 9. d. General Counsel's Report General Counsel Payne had nothing to report. COMMITTEE REPORTS 12. a. Executive-Administrative-Organizational Committee (Collett/Summerfield) Alternate: Armstrong 1) Minutes of the meeting held January 23. President Collett reported other sources for deferred compensation programs were to be investigated. New ideas for payment option were discussed. A report on grants was presented, with one out of FEMA of particular interest. 2) Meeting scheduled for February 20, 4:00 p.m. b. Finance-Accounting Committee (Mills/Beverage) Alternate: Summerfield 1) Meeting scheduled for February 20, 2007, 8:30 a.m. c. Personnel-Risk Management Committee (Summerfield/Armstrong) Alternate: Mills 1) Meeting scheduled for February 12, 2007, 4:00 p.m. -6- 2007-23 d. Planning-Engineering-Operations Committee (Armstrong/Mills) Alternate: Collett 1) Minutes of meeting held February 1, 2007. (Alt. Collett attended for Mills) Items discussed included: Approval of Seabiscuit Run Declaration of Restrictive Covenants, approval of Yorba Linda High School water demand analysis, approval of Change Order No. 1 for Grandview, Buena Vista and Ohio Street cast iron replacement project. A report was given on the progress of capital improvement projects. 2) Meeting scheduled for March 1, 2007, 4:00 p.m. e. Public Information Committee (Collett/Beverage) Alternate: Armstrong 1) Minutes of meeting held February 6 will appear in the agenda for February 22. President Collett reported the committee discussed combining the annual report and water quality report. Costs will be investigated. Letters for residents of low pressure areas were discussed. YLWD's response to OCWD was discussed. Debbie Trabattoni, OC Advocacy Group, was present. A letter will come to the full Board for approval. 2) Meeting scheduled for March 6, 2007, 4:00 p.m. f. Building Ad Hoc Committee (Summerfield/Beverage) Alternate: Armstrong 1) The meeting originally scheduled for February 15, 4:00 p.m. will be rescheduled. g. MWDOC Ad Hoc Committee (Beverage/Collett) Alternate: Mills 1) Meeting scheduled for February 27, 2007. INTERGOVERNMENTAL MEETINGS 13. a. WACO, February 2 No one attended. b. Yorba Linda City Council, February 6 President Collett reported that the City's ad hoc committees will continue to be held in a public meeting. -7- 2007-24 c. OCWD & Fountain Valley City Council Workshop, February 6 (Staff) Assistant General Manager Vecchiarelli attended. Virginia Grebbien, OCWD, gave a presentation. Jan DeBay, Wes Bannister and John Kennedy attended. The Fountain Valley City Council is clear that annexation to OCWD should in no way affect current producers. d. MWDOC/MWD Jt. Workshop, February 7 (Staff) No one attended. e. OCWD Board, February 7 (Staff) No one attended. Abandonment of Richfield Road was on the agenda. YLWD opposes this plan. OCWD staff recommended abandonment be pursued. BOARD OF DIRECTORS ACTIVITY CALENDAR Authorization to attend meetings scheduled after February 8, 2007. Agenda is available in the District office prior to meeting. February 2007 Personnel-Risk Management Committee, Feb 12, 4:00 .m. Summerf ield/Armstrong Yorba Linda Planning Commission, Feb 14, 6:30 .m. Armstrong Building Ad Hoc Committee, Feb 15, 4:00 p.m. Reschedule Summerfield/Bevera e Finance-Accounting Committee, Feb 20, 8:30 a.m. Mills/Beverage Executive-Admin-Or anizational Committee, Feb 20, 4:00 p.m. Collett/Summerfield Yorba Linda City Council, Feb 20, 6:30 .m. Mills MWDOC Board, Feb 21, 8:30 a.m. Staff OCWD Board, Feb 21, 5:00 .m. Staff Yorba Linda Planning Commission, Feb 28, 6:30 p.m. Summerfield March 2007 Board Goals Workshop, Mar 1, 8:30 a.m., Richfield Plant Planning-Engineering-Operations Committee, Mar 1, 4:00 .m. Armstrong/Mills WACO, Mar 2, 7:30 a.m. Mills Public Information Committee, Mar 6, 4:00 .m. Collett/Beverage Yorba Linda City Council, Mar 6, 6:30 p.m. Collett MWDOC/MWD Joint Workshop, Mar 7, 8:30 a.m. Staff OCWD Board, Mar 7, 5:00 .m. Staff Personnel-Risk Management Committee, Mar 12, 4:00 p.m. Summerfield/Armstrong Finance-Accounting Committee, Mar 13, 4:00 .m. Mills/Beverage Yorba Linda Planning Commission, Mar 14, 6:30 p.m. Armstrong Building Ad Hoc Committee, Mar 15, 4:00 .m. Summerfield/Bevera e Public Officials Tour, Mar 17, 8:30 a.m., Richfield Plant Executive-Admin-Or anizational Committee, Mar 20, 4:00 p.m. Collett/Summerfield Yorba Linda City Council, Mar 20, 6:30 .m. Mills MWDOC Board, Mar 21, 8:30 a.m. Staff OCWD Board, Mar 21, 5:00 .m. Staff Yorba Linda Planning Commission, Mar 28, 6:30 p.m. Summerfield -8- Anril 2007 2007-25 Public Information Committee, April 3, 4:00 p.m. Collett/Beverage Yorba Linda City Council, April 3, 6:30 .m. Collett MWDOC/MWD Joint Workshop, April 4, 8:30 a.m. Staff OCWD Board, Feb 7, 5:00 .m. Staff Plan nin -En ineerin -Operations Committee, April 5, 4:00 p.m. Armstrong/Mills WACO, April 6, 7:30 a.m. Mills Personnel-Risk Management Committee, April 9, 4:00 p.m. Summerfield/Armstron Finance-Accounting Committee, April 10, 4:00 p.m. Mills/Beverage Yorba Linda Planning Commission, April 11, 6:30 .m. Armstrong Executive-Admin-Or anizational Committee, April 17, 4:00 p.m. Collett/Summerfield Yorba Linda City Council, April 17, 6:30 .m. Mills MWDOC Board, April 18, 8:30 a.m. Staff OCWD Board, April 18, 5:00 .m. Staff Building Ad Hoc Committee, April 19, 4:00 p.m. Summerfield/Bevera e Yorba Linda Planning Commission, April 25, 6:30 p.m. Summerfield 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. ACWA's 2007 Legislative Symposium, March 21, 2007, Sacramento. Staff will attend. ADJOURNMENT On a motion by Director Beverage, seconded by Director Summerfield, the Board of Directors voted 5-0 to adjourn at 11:26 a.m. to a regular meeting of the Board of Directors scheduled for Thursday, February 22, 2007, at 8:30 a.m., at 4622 Plumosa Drive, Yorba Linda 92886. Michael A. Payne Secretary -9- THIS PAGE LEFT BLANK- 2007-26