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HomeMy WebLinkAbout2007-05-10 - Board of Directors Meeting Minutes2007-79 MINUTES OF THE YORBA LINDA WATER DISTRICT BOARD OF DIRECTORS REGULAR MEETING May 10, 2007 The May 10, 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 Paul R. Armstrong Michael J. Beverage DIRECTORS ABSENT AT ROLL CALL William R. Mills John W. Summerfield, Vice President STAFF PRESENT Michael A. Payne, General Manager Dan Payne, District Counsel Kenneth R. Vecchiarelli, Asst. G.M. Lee Cory, Operations Manager Diane Cyganik, Finance Director Art Vega, Acting IT Manager Amelia Cloonan, Executive Secretary Todd Howard, IT Technician Kevin Hunt, General Manager, District of Orange County SPECIAL RECOGNITION President Ric Collett presented Director Paul R. Armstrong with a service pin in recognition of his twenty five years of service to the Yorba Linda Water District. There was a request to remove Item 8 from the Consent Calendar for a question. CONSENT CALENDAR (Items 1 through 8) On a motion by Director Beverage, seconded by Director Armstrong, the Board of Directors voted 3-0 to approve Consent Calendar items one through seven. 1. Minutes of the Regular Board of Directors meeting held April 26, 2007. Recommendation: Approve the minutes as presented. 2. Payment of bills, refunds, and wire transfers. Recommendation: Ratify and authorize disbursements in the amount of $832,084.00 3. Progress Payment No. 12 to Schuler Engineering. Recommendation: Approve Progress Payment No. 12 to Schuler Engineering Corporation in the amount of $219,152.62 for construction of the Lakeview Booster Station, Job No. 200505. -1- 2007-80 4. Construction of the New District Administration Building. Recommendation: Approve Progress Payment No. 2 in the net amount of $258,168.36 to Grant General Contractors for the construction of the new Administration Building, Job No. 20013. 5. Pulte Off-Site Sewer Capital Improvement Reimbursement. Recommendation: Authorize reimbursement of $1,575,075 to Pulte for the Pulte Off-Site Sewer Improvement Projects. 6. Contract for Fleet Fuel Services. Recommendation: Authorize the General Manager to cancel the agreement with D.B. Oil, LLC and execute a Fuel Supply Agreement with Nickey Petroleum, Inc. located at 925 Lakeview Avenue in Placentia, CA. 7. Purchase Two (2) District Vehicles. Recommendation: Authorize the General Manager to execute a purchase agreement with Downtown Ford for one (1) Ford Ranger Supercab and one (1) F350 one-ton cab and chassis for the total quoted price of $36,288.45. ACTION CALENDAR 8. 2007 Consumer Confidence Report. Director Armstrong noticed phone numbers and contacts were not listed in the report for Metropolitan Water District,r Municipal Water District of Orange County or Orange County Water District. President Collett commented the format is the same as prior years. General Manager Payne said the numbers could be listed. On a motion by Director Armstrong, seconded by Director Beverage, the - Board of Directors voted 3-0 to authorize the publication of the 2007 Consumer Confidence Report, with changes requested. 14. Municipal Water District of Orange County rate presentation. General Manager Payne introduced Kevin Hunt, General Manager, Municipal Water District of Orange County. Mr. Payne mentioned Dan Payne of McCormick, Kidman and Behrens is the Counsel for MWDOC. An outline of Mr. Hunt's presentation included: Metropolitan Rates, Metropolitan Rates Others, Met Rate Drivers, MWDOC Rates (no change anticipated) and Two Restricted Reserve Refunds. The manner of the refund to YLWD will be discussed in committee and come to the YLWD Board. General Manager Payne thanked MWDOC General Manager Hunt for the presentation and for MWDOC's help during the shutdown. Recommendation: Information only. No action is required. Kevin Hunt left the meeting at 9:02 a.m. -2- 2007-81 ADJOURN TO CLOSED SESSION No Closed Session was held. 9. Public Employee Performance Evaluation [Government Code Section 54957] Title: General Manager. ACTION CALENDAR 10. Amendments to the CalPERS contract. General Manager Payne stated this is the final step in the process to amend the CaiPERS contract. On a motion by Director Beverage, seconded by Director Armstrong, the Board of Directors on a Roll Call voted 3-0, with Directors Mills and Summenleld absent, to adopt Resolution 07-08, authorizing an Amendment to Contract Between the Board of Administration, California Public Employees' Retirement System and the Board of Directors, Yorba Linda Water District amending the District's Ca1PERS contract to provide Section 20042 (One-year Final Compensation) for local miscellaneous members. 11. Financial Statements for the eighth month of fiscal year 2006-2007 for the period ending February 28, 2007. Finance Director Cyganik presented the report. On a motion by Director Beverage, seconded by Director Armstrong, the Board of Directors voted 3-0 to receive and file the Financial Statements for the period ending February 28, 2007. 12. Miraloma Avenue and Van Buren Street Storm Drain Project. Assistant General Manager Vecchiarelli presented the report. On a motion by President Collett, seconded by Director Beverage, the Board of Directors voted 3-0 to award a construction contract in the amount of $409,540 to GCI Construction Inc. for the Miraloma Avenue and Van Buren Street Storm Drain project and authorize the General Manager to execute the agreement and release the bid bonds to all other bidders upon successful execution of the agreement with GCI for YLWD Job No. 200614. DISCUSSION ITEMS 13. Sewer Rate Report for Fiscal Year 2007/08. Finance Director Cyganik presented the report. Numbers were presented to the Directors for Projected Sewer Rates for FY 2007-2008 and 2008-2009 and for Various Scenarios for Sewer Rate Increases for FY 2007/08 and 2008/09. A copy of a mailing sent by the City of Anaheim regarding a Notice of Public Hearing for Sewer and Trash Rates was also presented. -3- 2007-82 Operations Manager Cory spoke about waste discharge requirements imposed by the State of California, which dictate an agency will have funds available for repairs to the system. General Manager Payne stated a public hearing is proposed be held on July 26. Forty-five days notice must be given. Options for notice were discussed. The Locke Ranch rate and public hearing were discussed. Costs for a separate mailer and language regarding forwarding the notice to the owner were also discussed. Bundling water rate and sewer rate increases were discussed. Water rates will be looked at in October/November to go into effect January 1, 2008. There was discussion about possible incremental increases and the method by which to accomplish this. CPI increases are used by other agencies. General Manager Payne stated the sewer rates will come to the Board as an action item at the May 24 Board meeting. The increase will be agreed upon, and the mailing will go out with that number. Public hearing date will be set, a letter will go out to homeowners, and Dan Payne and Art Kidman will review legal implications. The same process will be followed for water rate increases. Director Armstrong asked that the non response by customers to the request for water usage cutbacks during the emergency be made public. Recommendation: Information only. No action required. Todd Howard left the meeting at 9:38 a.m. 15. Placentia Yorba Linda Unified School District Annexation. General Manager Payne reported a letter was received from Mike Bailey of the school district. A copy of the letter was handed to the Directors. The opening of the high school has been officially moved back one year to September 2009. Recommendation: Information only. No action is required. 16. YLWD's Annexation issues with Orange County Water District. General Manager Payne noted staff has met with other agencies. LAFCO is moving forward with the hearing to consider the Bryant Ranch agreement. General Manager Payne stated other agencies do not have issues with YLWD or Anaheim but are concerned with the perception IRWD is not paying enough. An OCWD Ad Hoc Committee meeting will take place on May 22. Recommendation: Information only. No action is required. -4- 2007-83 17. a. President's Report President Collett attended the open house and stated staff did a good job. b. Directors Reports Director Armstrong said the District should consider paid advertisements in the Yorba Linda Star, and contact should be made well in advance of the event. There was discussion about the District's 100 year anniversary. c. General Managers Report The General Manager had nothing to report. d. General Counsel's Report District Counsel Payne had nothing to report. COMMITTEE REPORTS 18. a. Executive-Administrative-Organizational Committee (Collett/Summerfield) Altemate: Armstrong 1) Meeting scheduled for May 15, 4:00 p.m. b. Finance-Accounting Committee (Mills/Beverage) Altemate: Summen`ield 1) Meeting scheduled for May 11, 9:00 a.m. c. Personnel-Risk Management Committee (Summefeld/Armstrong) Altemate: Mills 1) The meeting scheduled for May 14 will need to be rescheduled. d. Planning-Engineering-Operations Committee (Armstrong/Mills) Altemate: Collett 1) Minutes of meeting held May 3 appeared in the Agenda. The Committee members received a demonstration of the results of the pilot GIS study performed by the District's consultant, DCSE. A detailed status report of the meter replacement program was presented. Action items discussed included the Miraloma Avenue and Van Buren Street Storm Drain project, reimbursement to Pulte for offsite sewer capital improvements, a gasoline contract for fleet vehicles, Yorba Linda Country Club backup service, groundwater study in ID No. 2. Standing items covered at the meeting included a status report on monthly water production, purchased import and in-lieu for April 2007 and a status report on progress of OCWD Annexation request. The Committee supported the purchase of two vehicles. -5- 2007-84 2) Next meeting scheduled for June 7, 4:00 p.m. e. Public Information Committee (Collett/Beverage) Altemate: Annstrong 1) Minutes of meeting held May 1 appeared in the Agenda. The Committee reviewed the 2007 Consumer Confidence Report. Plans for a May 5 groundbreaking ceremony/open house were discussed. Reports under Standing Items included: SmarTimer Program, MWDOC school program, two press releases, GIS implementation, updates of information to the District's web site and the Water Education Foundation 2007 Giving Back Contribution Plan. 2) Next meeting scheduled for June 5, 4:00 p.m. f. Building Ad Hoc Committee (Summefeld/Beverage) Altemate: Armstrong 1) Meeting scheduled for May 17 will be rescheduled. Director Beverage reported two of those who were potential presentors for the water feature had not received the CD the architect was to send out. There appeared to be some misunderstanding about what the District is looking for with respect to these presentations. Staff will discuss with the architect. g. MWDOC Ad Hoc Committee (Beverage/Collett) Altemate: Mills 1) Minutes of meeting held April 24 appeared in the Agenda. The Committee received an update on MWDOC's MSR process and budget. A report was received on a new Local Project Program sponsored by Metropolitan Water District. Rate increases in local retail agencies were discussed. 2) Meeting scheduled for June 26, 4:00 p.m. h. City of PlacentiaNLWD Committee (Beverage/Payne) 1) Meeting to be scheduled. -6- 2007-85 INTERGOVERNMENTAL MEETINGS 19. a. Yorba Linda City Council, April 17. President Collett attended and received the presentation of a proclamation in recognition of Water Awareness month. b. Yorba Linda City Council, May 1. No one attended. c. MWDOC/MWD Joint Workshop, May 2 (Staff) General Manager Payne reported drilling has begun on the bore holes for the tunnel through the mountain east of El Toro. There was talk about future MWD shutdowns and about the implications of potable water and well water. d. OCWD Board, May 2 (Staff) General Manager Payne reported the capital improvement budget was discussed. e. WACO, May 4 (Mills) Report will be presented at the Board meeting to be held May 24. e. Yorba Linda Planning Commission, May 9. No one attended. BOARD OF DIRECTORS ACTIVITY CALENDAR Authorization to attend meetings scheduled after May 10, 2007. Agenda is available in the District office prior to meeting. Ma 2007 Personnel-Risk Management Committee, May 14, 4:00 .m. To Be Rescheduled Executive-Admin-Or anizational Committee, Ma 15, 4:00 .m. Collett/Summerfield Yorba Linda City Council, May 15, 6:30 .m. MWDOC Board, May 16, 8:30 a.m. Staff OCWD Board, May 16, 5:00 .m. Staff Building Ad Hoc Committee, May 17,4:00 .m. Summerfield/Bevera e Yorba Linda Planning Commission, May 23, 6:30 .m. Summerfield Notify a Director if there are items critical to the District. June 2007 WACO, May 4, 7:30 a.m. Mills Public Information Committee, June 5, 4:00 .m. Collett/Beverage Yorba Linda City Council, June 5, 6:30 .m. Collett MWDOC/MWD Joint Workshop, June 6, 8:30 a.m. Staff OCWD Board, June 6, 5:00 p.m. Staff Plan nin -En ineerin -O erations Committee, June 7, 4:00 .m. Armstrong/Mills Personnel-Risk Management Committee, June 11, 4:00 .m. Summerfield/Armstron Finance-Accounting Committee, June 12, 4:00 .m. Mills/Beverage Yorba Linda Planning Commission, June 12, 6:30 .m. Armstrong Executive-Admin-Or anizational Committee, June 19, 4:00 p.m. Collett/Summerfield -7- 2007-86 Yorba Linda City Council, June 19, 6:30 .m. Mills MWDOC Board, June 20,8:30 a.m. Staff OCWD Board, June 20, 5:00 .m. Staff Building Ad Hoc Committee, June 21, 4:00 .m. Summerfield/Bevera e Yorba Linda Planning Commission, June 27, 6:30 .m. Summefeld CONFERENCES AND SEMINARS 20. 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 ADJOURNMENT On a motion by Director Beverage, seconded by Director Armstrong, the Board of Directors voted 3-0 to adjourn at 10:04 a.m. to a regular meeting of the Board of Directors scheduled for Thursday, May 24, 2007, at 8:30 a.m., at 4622 Plumosa Drive, Yorba Linda 92886. 19 ichael A. Payne Secretary -8-