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HomeMy WebLinkAbout2007-03-08 - Board of Directors Meeting Minutes2007-37 MINUTES OF THE YORBA LINDA WATER DISTRICT BOARD OF DIRECTORS REGULAR MEETING March 8, 2007 The March 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 Arthur G. Kidman, General Counsel Kenneth R. Vecchiarelli, Asst. G.M. Diane Cyganik, Finance Director John DeCriscio, Chief Plant Operator Gina Knight, Human Resources Manager Diane Dalton, Sr. Maint. Distribution Operator Amelia Cloonan, Exec Secretary INTRODUCTION OF VISITORS AND PUBLIC COMMENTS None SPECIAL RECOGNITION None CONSENT CALENDAR (Items I through 4) Vice President Summerfield abstained from voting on Item 3 because of a possible financial conflict. President Collett abstained from voting on Item 1, because he did not attend the Board meeting held February 22. On a motion by Director Beverage, seconded by Director Armstrong, the Board of Directors voted 5-0 to approve the Consent Calendar, with Vice President Summerfield abstaining on Item 3 and President Collett abstaining on Item 1. Minutes of the Regular Board of Directors meeting held February 22, 2007. Recommendation: Approve the minutes with amendments. 2. Payment of bills, refunds, and wire transfers. Recommendation: Ratify and authorize disbursements in the amount of $903,751.69. 3. Maintenance Service Agreement with Layne Christensen Company for Well No. 11. Recommendation: That the Board of Directors ratify the General Manager's decision to execute a Maintenance Service Agreement with Layne Christensen Company for a fee not to exceed $39,000 for water well pump and column assembly maintenance to Well No. 11. -1- 2007-38 4. Progress Payment for Construction of the Lakeview Booster Pump Station. Recommendation: Approve Progress Payment No. 10 in the net amount of $140,584.91 to Schuler Engineering Corporation for construction of the Lakeview Booster Station, Job No. 200505. ACTION CALENDAR 6. Consider the Purchase of a Sewer Camera Truck. General Manager Payne presented the report. Chief Plant Operator DeCriscio and Senior Maintenance Distribution Operator Dalton were present to answer questions. The truck selected has a top of the line camera, which is self driven in and out and has a complete computer system. Delivery is expected the end of May 2007. Director Armstrong commented this camera has the ability to picture larger diameter pipes and has a longer reach. There was some discussion about the City of Yorba Linda sewers and sewer rates. On a motion by Director Armstrong, seconded by Director Mills, the Board of Directors voted 5-0 to authorize the General Manager to execute a purchase agreement with Advanced Infrastructure Technologies, LLC in the amount of $177,500 for a new Sewer Camera Truck. Diane Dalton left the meeting at 8:44 a.m. 7. Financial Statements for the fourth month of fiscal year 2006-2007 for the period ending October 31, 2006. Finance Director Cyganik presented the report. The financials were presented to the Finance-Accounting Committee on February 20. There are plans to scale down the report in the future. Finance Director Cyganik gave an overview of the financials. Director Mills asked a question about depreciation. Job closings were responsible for a higher number in this category. 8. Financial Statements for the fifth month of fiscal year 2006-2007 for the period ending November 30, 2006. On a motion by Director Mills, seconded by Director Beverage, the Board of Directors voted 5-0 to receive and file the financial statements for the period ending October 31, 2006 and the period ending November 30, 2006. 9. Consider termination of lease agreement with Jim Brown Electrical. General Manager Payne presented the report. The lease agreement with Jim Brown Electrical began in 2000 and has been extended. The District now needs the property to store materials. Director Armstrong asked about what Jim Brown Electrical will need to remove. General Manager Payne stated according to the contract soil studies must be performed to insure no contamination is left and the plot is safe. The agreement says Jim Brown Electrical must be off the property in six months. -2- 2007-39 On a motion by Director Mills, seconded by Director Armstrong, the Board of Directors voted 5-0 to direct the general manager to submit a letter of intention to Jim Brown Electrical to vacate the property at 913 Richfield Road. 10. Consider Cast Iron Replacement and Sewer Improvement Projects. Assistant General Manager Vecchiarelli presented the report. Director Mills asked who is performing the construction in Kellogg Drive? Assistant GM Vecchiarelli replied it is Vido Artukovich. On a motion by Director Beverage, seconded by Director Armstrong, the Board of Directors voted 5-0 to approve Change Order No. 1 in the amount $36,152.98 and Progress Payment No. 6 in the net amount of $275,706.36 to Vido Artukovich and Son Inc./Vidmar Inc., a Joint Venture for construction of the combined Cast Iron Replacement and Sewer Improvement Projects, Job Nos. 200407, 200515, 200516, 200603 and 200604. 11. Consider Professional Services Agreement with Tetra Tech for Bastanchury Water Transmission Pipelines. Assistant General Manager Vecchiarelli presented the report. General Manager Payne asked General Counsel Kidman if Director Beverage should recuse himself from the meeting because of an interest by Shapell in this project. Director Beverage recused himself from the meeting during discussion of this item due to a financial consideration. There was discussion about affects of the jobs on the high school. Assistant GM Vecchiarelli stated the size of the pipeline was master planned. The transmission is to allow the District to feed water from OC51 all the way out to the east if the Allen McCulloch pipeline goes out. On a motion by Director Mills, seconded by Vice President Summerfield, the Board of Directors voted 4-0, with Director Beverage not voting, to authorize the General Manager to execute a Professional Services Agreement with Tetra Tech for a fee not to exceed $91,140 for engineering design services for the Bastanchury 36-inch and 18-inch Water Transmission Pipelines, Job No. 200421. Director Beverage rejoined the meeting. The Board of Directors adjourned to closed session at 9:15 a.m. All Directors were present. Also present were General Manager Payne, Assistant General Manager Vecchiarelli, Human Resources Manager Knight and General Counsel Kidman. ADJOURN TO CLOSED SESSION 5. 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). -3- 2007-40 RECONVENE IN OPEN SESSION The Board of Directors reconvened in open session at 9:52 a.m. Human Resources Manager Knight left the meeting. CLOSED SESSION REPORT There was no reportable action taken by the Board. DISCUSSION ITEMS 12. Update on the Terms and Conditions for the Placentia Yorba Linda Unified School District Annexation. General Manager Payne stated an article had been distributed to each Board member that PYLUSD Superintendent Dennis Smith would be resigning from PYLUSC and becoming the new Capistrano Valley School District superintendent. Dr. Smith will remain at PYLUSD until a new superintendent is on board. Mr. Payne also reported on a telephone call he had with Mr. Smith the day after the story broke regarding both agencies commitment to complete the pre- annexation agreement prior to Mr. Smith leaving. General Manager Payne attended the school district board meeting and under public comment assured their Board that the Water District was committed to resolving the issues about water and sewer service. General Manager Payne received a phone call a couple of weeks ago from Superintendent Smith asking about Golden State Water Company. General Manager Payne told Superintendent Smith there were considerations PYLUSD needed to be aware of should PYLUSD decide to pursue water service with Golden State. Golden State has higher water rates, and the infrastructure put in place by S&S could not be used by Golden State or the School District. Golden State would have also have to request additional water capacity from the Allen McCulloch pipeline to service the high school. The school district would have to come to the District for sewer service. If not, the school district would have to build a pipeline to Orangethorpe to tie into the Orange County Sanitation District facilities. Director Beverage asked about Golden State's storage. General Manager Payne said Golden State does not have seven days storage and would probably need to ask YLWD for water in the event of a seven day shutdown by Met. There was additional discussion about the sewer infrastructure and the close of escrow on the property. Recommendation: This item is for discussion only. No action is required. 13. Update on the Annexation to Orange County Water District. General Manager Payne stated a complete package of what was hand delivered to Orange County Water District was also provided to LAFCO, the groundwater producers and all board members of each agency. A meeting with the groundwater producers is planned for Wednesday March 14, just prior to the monthly groundwater producers meeting. An invitation was also extended to LAFCO staff. -4- 2007-41 General Counsel Kidman asked if the District was planning to talk about the relative lack of impact on the groundwater basin. General Manager Payne responded in the affirmative. Recommendation: This item was for discussion only. No action was required. REPORTS, INFORMATION ITEMS AND COMMENTS 14. a. President's Report There was no report. b. Directors Reports There was no report. c. General Managers Report 1) The elected officials' tour is Saturday March 17th. Directors Armstrong, Collett and Summerfield will attend. 2) A letter was received from the carpenters' union regarding the Administration building. Assistant GM Vecchiarelli said the letter was sent in error. None of the named contractors are being utilized. The District will send a letter to them stating there is no complaint or concern. 3) The IT Department is working to ensure the daylight savings time change does not cause any problems with the District's computers. 4) Met is planning a seven-day shutdown at Diemer from March 25 through 31. Letters have been sent to the city, school district, and Black Gold Golf Course. Details of the shutdown are posted on our website. Notices will be sent with water bills. A press release has been issued and the Yorba Linda Star was notified. 5) General Manager Payne distributed a copy of a news article from the Los Angeles Times illustrating rainfall for Colorado River states. d. General Counsel's Report General Counsel Kidman reported the contracts for the administration building and the Lakeview Reservoir are basically finished. COMMITTEE REPORTS 15. a. Executive-Administrative-Organizational Committee (Collett/Summerfield) Alternate: Armstrong 1) Minutes of the meeting held February 20 appeared in the agenda. A verbal reported was presented at the last Board meeting on February 22. 2) Meeting scheduled for March 20, 4:00 p.m. b. Finance-Accounting Committee (Mills/Beverage) Alternate: Summen`ield 1) Minutes of meeting held February 20 appeared in the agenda. A verbal report was presented at the last Board meeting on February 22. -5- 2007-42 2) Meeting scheduled for March 13, 4:00 p.m. c. Personnel-Risk Management Committee (Summerfield/Armstrong) Alternate: Mills 1) Meeting scheduled for March 12, 4:00 p.m. d. Planning-Engineering-Operations Committee (Armstrong/Mills) Alternate: Collett 1) Minutes of meeting held March 1 appeared in the agenda. Director Armstrong stated the committee discussed some financial incentives for residents connecting to the sewers on Grandview. One incentive involves a lower interest rate to be collected if full payment to connect is made over three vs. five years. Assistant General Manager Vecchiarelli said another letter is being prepared for residents. A recommendation for approval of a Maintenance Sewer Agreement with Layne Christiansen Company for Well No. 11 Repairs was presented to the committee. Also recommended was the approval of the purchase of a sewer camera truck. Standing Items included a status report on the Meter Replacement Program, a status report on monthly water product percentages for January and February 2007 and a status report of progress of capital improvement projects in progress. Copies of a package sent to OCWD on February 28, 2007 were given to the committee members. Grants were discussed. 2) Meeting scheduled for April 5, 4:00 p.m. e. Public Information Committee (Collett/Beverage) Alternate: Armstrong 1) Minutes of meeting held March 6 will appear in the Board agenda on March 22. Director Beverage reported the committee discussed combining the annual report and the Consumer Confident Report. The committee decided to keep the two separate. The MWD shutdown was discussed. The groundbreaking for the administration building is scheduled for May 5 and will coincide with the District's open house. The open house will take place from 9-12 with the groundbreaking. The public will be invited to bring their families, and Mexican food will be served. May is water awareness month. Other District activities: cancer walk August 17 & 18, Heritage Days and Fiesta Days, October 13 and 27, were also discussed. Building Ad Hoc Committee (Summerfield/Beverage) Alternate: Armstrong 1) Meeting scheduled for March 29, 2007, 4:00 p.m. -6- g. MWDOC Ad Hoc Committee (Beverage/Collett) Alternate: Mills 2007-43 1) Minutes of the meeting held February 27, 2007. Director Beverage reported. The committee talked about: MWDOC Met Director appointee Steve Anderson, MWDOC LAFCO MSR, MWD rates and long range projects, MWDOC capacity charge reserve, MWDOC Tier 2 contingency fund and refunds to the District and how they would be allocated. INTERGOVERNMENTAL MEETINGS 16. a. Yorba Linda Planning Commission, February 28 Vice President Summerfield attended. There was a lengthy discussion with homeowners regarding time extension for a development on Casino Ridge. They did not understand their problems are homeowners problems not city problems. Staff noted the District would require construction of new storage facilities. The developer had discussions with Assistant GM Vecchiarelli. Lots are being set up. Homes are not being built. b. WACO, March 2 No one attended. c. Yorba Linda City Council, March 6 No one attended. e. MWDOC/MWD Joint Workshop March 7 (Staff) General Manager Payne stated there was a presentation regarding the Poseidon Project in Huntington Beach. The slides are available by e-mail. Director Mills asked to view these. f. OCWD Board, March 7 (Staff) General Manager Payne stated the budget was discussed. BOARD OF DIRECTORS ACTIVITY CALENDAR Authorization to attend meetings scheduled after March 8, 2007. Agenda is available in the District office prior to meeting. March 2007 Personnel-Risk Management Committee, Mar 12, 4:00 .m. Summerfield/Armstrong Finance-Accounting Committee, Mar 13, 4:00 .m. Mills/Beverage Yorba Linda Planning Commission, Mar 14, 6:30 .m. Armstrong Annual Board of Directors Goals Workshop, Mar 15, 8:30 a. m., Richfield Plant Elected Officials Facilities Tour, Mar 17, 8:30 a.m., Richfield Plant Executive-Admin-Or anizational Committee, Mar 20, 4:00 .m. Collett/Summerfield -7- 2007-44 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 .m. Building Ad Hoc Committee, Mar 29, 4:00 .m. Summerfield/Bevera e April 2007 Public Information Committee, April 3, 4:00 .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, April 7, 5:00 .m. Staff Plan nin -En ineerin -O erations Committee, April 5, 4:00 .m. Armstrong/Mills WACO, April 6, 7:30 a.m. Mills Personnel-Risk Management Committee, April 9, 4:00 .m. Summerfield/Armstrong Finance-Accounting Committee, April 10, 4:00 .m. Mills/Beverage Yorba Linda Planning Commission, April 11, 6:30 .m. Armstrong Executive-Admin-Or anizational Committee, April 17, 4:00 .m. Collett/Summerfield Yorba Linda City Council, April 17, 6:30 .m. Mills MWDOC Board, April 18,8:30 a.rn Staff OCWD Board, April 18, 5:00 .m. Staff Building Ad Hoc Committee, April 19, 4:00 .m. Summerfield/Bevera e Yorba Linda Planning Commission, April 25, 6:30 .m. Summerfield CONFERENCES AND SEMINARS 17. 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. 2007 ACWA Spring Conference, May 8-11, 2007, Sacramento. Directors Armstrong and Mills will attend. General Manager Payne will also attend. ADJOURNMENT On a motion by Director Beverage, seconded by Vice President Summerfield, the Board of Directors voted to adjourn at 10:50 a.m. to the Annual Board of Directors Goals Workshop on Thursday, March 15, 2007, at 8:30 a.m., at 913 South Richfield Road, Placentia, CA 92870. Ke neth R. Vecchiarelli Assistant Secretary -8-